Re: [Archivesspace_Users_Group] Adding hyperlinks to other Resource records within Related Materials note

[Custer, Mark]

For internal linking in EAD, you can use the "@target" attribute.  There is a 
feature in the PUI that exploits this, as well.  The documentation is a bit 
rough, but here's a link:  
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103209762/Public+Interface+Documentation+for+staff#PublicInterfaceDocumentation(forstaff)-Internallinking

For external linking, the "@href" attribute should be picked up in the PUI, as 
well, and will definitely be available in the EAD exports, as Corey notes.

Ashley, can you share what you've tried so far, and where it's not working, 
e.g. PUI, EAD export, PDF exports, etc.)?



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Corey 
Schmidt
Sent: Wednesday, 08 December, 2021 3:18 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Adding hyperlinks to other Resource 
records within Related Materials note

Hi Ashley,

The closest documentation I can find that relates to adding hyperlinks to a 
resource note is the Using EAD Tagging, XML, Special Characters and Punctuation 
in Text 
Fields
 page in the Help Center, but it doesn't call out your use case specifically.

We here at UGA use the  tag to link to other collections within our 
repository. However, we don't use the PUI, so I'm not sure how or if the PUI 
generates hyperlinks using the archref tag. Someone else here may be able to 
help with that, but my suspicion is the EAD3 schema examples for that tag might 
provide a clue on how to do it: 
https://www.loc.gov/ead/EAD3taglib/EAD3.html#elem-archref,
 specifically this one:



Mary Smith 
Papers


Jeremiah Smith 
Correspondence



Or if you're using EAD2002 schema, use this as a reference: 
https://www.loc.gov/ead/tglib/elements/archref.html.
 Anywhere the href attribute can be included may get you the hyperlink you're 
looking for. I was thinking if the PUI can add hyperlinks using local 
references, like using the id attribute to generate a hyperlink based on 
matching collection ids, that would be awesome and mean you wouldn't have to 
use the href attribute to post an actual link. BUT, I'm not sure how it works 
so that is probably a red herring.

Others on this listserv may be more able to help than I can.

Sincerely,

Corey


Corey Schmidt
Special Collections Libraries | ArchivesSpace Project Manager



corey.schm...@uga.edu


[University of Georgia]

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Ashley Gray mailto:agr...@berklee.edu>>
Sent: Wednesday, December 8, 2021 12:41 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Adding hyperlinks to other Resource 
records within Related Materials note

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi, all,
Could anyone point me to documentation for adding hyperlinks to a Resource 
note? I'm trying to link to other collections in our archivesspace instance in 
the Related Materials note, but I'm clearly using the wrong tags or 
mis-wrapping the elements, as I can't get anything to display. I haven't been 
able to find any examples or detailed instructions in the Help Center. Would 
appreciate any tips!

Thanks,
Ashley

Ashley Gray
Processing Archivist
Berklee Archives
Berklee College of Music
Boston Conservatory at Berklee
Tel: 617-747-6774
agr...@berklee.edu


___

Re: [Archivesspace_Users_Group] Digital Object Module Use

[Custer, Mark]

Liz,

We are starting to work on this as part of the specification for 
https://archivesspace.atlassian.net/browse/ANW-1209 (thanks again to Cory for 
doing this work!), which focuses on adding digital object thumbnails in a 
standardized way to both the staff and public interface of ASpace.

As part of that development process, which Hudson Molonglo has done on our 
behalf, we also wanted a standard way to add IIIF manifests.  I hope all of 
this can be added to the core code once it's ready (and we're not implementing 
it in a plugin for that very reason), but the gist is that this approach makes 
it possible to recognize IIIF manifest files and to associate those with a 
viewer.  Here's an example 
https://puitestarchivesspace.library.yale.edu/repositories/11/archival_objects/431642

Certainly more to say on the topic, but I just wanted to respond quickly now 
since I just saw this thread.  I wonder if this approach would work for your 
use case?  I think so, but it would be good to confirm!

Mark


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Trevor 
Thornton
Sent: Friday, 20 August, 2021 9:15 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Object Module Use


We're not using the PUI, so our specific implementation is probably not that 
useful. Our finding aids are delivered via a custom Ruby on Rails app, and the 
IIIF manifest is processed into a thumbnail viewer with this Javascript:



https://github.ncsu.edu/ncsu-libraries/collection_guides/blob/master/app/assets/javascripts/thumbnail_viewer.js



The thumbnails link out to our main digital collections site, which uses the 
Universal Viewer:

http://universalviewer.io/

which takes a manifest URL (like what you have in your DOs) and displays the 
zoomable image, metadata, etc.



I did a little searching and found this presentation abstract:



https://iiif.io/event/2019/goettingen/program/29/



that mentions a plugin to embed the Universal Viewer in ArchivesSpace. That led 
me here:



https://archives.collections.ed.ac.uk/repositories/2/digital_objects/179



Which doesn't look like it's actually using the Universal Viewer, but I think 
it's doing something close to what you want to do.

On Mon, Aug 16, 2021 at 4:42 PM Liz Neely 
mailto:lne...@okeeffemuseum.org>> wrote:
Sorry if I'm taking this thread on a turn:

Trevor, I would love to learn more about your implementation or any 
documentation that you accessed to make it work.

We at the Georgia O'Keeffe Museum store DOs as links to IIIF manifests that 
serve our Collections Online 
(example)
 and linked open data (the data pipeline takes in the EAD). Now that we've also 
published these collections on the PUI, the links appear broken in the PUI 
since the file instance is a link to the manifest (info.json) and not an image 
file. I've been looking around for 

Re: [Archivesspace_Users_Group] normalized begin/end date display in PUI

[Custer, Mark]

Benn,

Yes, this is a great feature request!

It was discussed as part of the PUI enhancement phase for 2.1, but never got 
added due to the additional work required (e.g., month names would also need to 
be added to the YML files for translation purposes).  It was also hoped that 
there might already be an adoptable codebase that would handle the logic of 
taking ISO-8601 (and, eventually, EDTF dates, which I think are now somewhat 
part of the newest release of ISO-8601) and transform those to human-readable 
values so that this would not have to be created from scratch for ArchivesSpace 
(maybe https://github.com/duke-libraries/edtf-humanize fits the bill now... at 
least it already has translation values, e.g. 
https://github.com/duke-libraries/edtf-humanize/blob/develop/config/locales/fr.edtf.yml#L6).

Also, in the example that you provided below, the ideal English language output 
might be something like:  "1935 March 19-23", without repeating the year and 
month values. So, the auto-populated date displays should also be compressed 
when necessary.

Mark


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Dan 
Michelson 
Sent: Wednesday, April 14, 2021 6:21 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] normalized begin/end date display in 
PUI

Hi Benn,

I think that's a great idea!  Ideally, we'd have a way for the format to be 
customizable (e.g., day month year for European institutions, month day, year 
for US institutions), but removing the ambiguity is more important.

Dan

On Tue, Apr 13, 2021 at 5:38 PM Benn Joseph 
mailto:benn.jos...@northwestern.edu>> wrote:

Hi everyone,

For processing projects at our institution, we’ve pretty much reached the point 
of normalizing the use of the Harvard spreadsheet ingest module in ASpace, 
which is great! One result of doing this is that we now favor ingesting 
normalized begin/end dates almost exclusively, if possible, in order to make 
searching dates easier in the ASpace PUI (meaning we typically do not include a 
date expression unless it’s something that cannot be conveyed in the begin/end 
fields).



But, is anyone else bugged by the way these dates display in the PUI? Here’s an 
example from something we have currently in process:



[cid:178cfdd93eb5b006a1]



It isn’t terrible, but it’s also not the easiest to read. In addition, DACS 
seems to discourage the use of ISO 8601 for the end user:



2.4.14. For descriptions of a single item, record exact dates in a consistent 
and unambiguous fashion, preferably expressed as year-month-day, i.e. 1906 
March 17 (it also says “Expression of dates as all numerals is discouraged due 
to the differing conventions in the order of information”, and what we have 
here is all numerals).



We could certainly add a more human-readable date expression to each of these 
archival objects, but the sentiment here is that if we have good data, ASpace 
should be able to take ‘1935-03-19’ and display ‘1935 March 19’ (or whatever we 
like) to a user pretty easily without us having to do any extra work. But, 
before I file an enhancement request, what do others think about this?



Thanks,

--Benn



Benn Joseph

Head, Collections Services

McCormick Library of Special Collections & University Archives

Northwestern University Libraries

Northwestern University

www.library.northwestern.edu

benn.jos...@northwestern.edu

847.467.6581



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--
Dan Michelson
Project Manager Archivist
Smith College Special Collections

Due to COVID-19, Special Collections is offering limited, remote reference and 
digitization services and ongoing consultations for faculty, students, and 
other researchers. Smith course support is our primary responsibility at this 
time. All other requests and inquiries will be responded to as we are able.

For information about Smith 

Re: [Archivesspace_Users_Group] AS PUI displaying unpublished content

[Custer, Mark]

Lev,

Accession records can be published or unpublished in the staff interface, and 
if the accession records are unpublished, then those records should not show up 
in the ArchivesSpace PUI. If I recall correctly, though, there was a bug in the 
initial release of the PUI in ASpace 2.1 that showed unpublished Accession 
records as linked records when linked to other published records, so perhaps 
that was occurring in your version?  Also, it looks like there is still a bug 
for how linked records display if linked to a digital object record, as 
reported here: https://archivesspace.atlassian.net/browse/ANW-1207.

We only have accession records linked to resource (or other accession) records, 
and in that case, the unpublished accessions do not show up in the PUI. That 
said, I have noticed that if you add a LOT of linked accessions to any one 
record, then that can also cause an issue:  we have one miscellany collection 
that should have over 2,000 linked accession records, but we dropped that down 
considerably in the staff interface so that it wouldn't break the display for 
that resource record in the public interface. Ideally, we could link them all, 
but it's not a big hindrance since we record the call number for that resource 
record in all 2k accession records anyway -- so, the records can still be 
grouped that way for reporting.

Last, this page is woefully out of date, but I'll add the link here since it 
includes a few helpful pointers, specifically about the importance or reviewing 
the use of the Publish? button, default settings, and other workflows that 
impact publication statuses if using the PUI:  
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103526318/PUI+pre-launch+checklist

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Earle, 
Lev 
Sent: Monday, April 5, 2021 3:21 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] AS PUI displaying unpublished content


Hello everyone,



Our department has recently been talking about moving from our in-house display 
code, which interacts between AS and our website, to use the AS-generated user 
view (PUI) instead. Currently we have the PUI turned off completely, as it was 
discovered somewhat inadvertently that the PUI was displaying not only 
resources, but unpublished records like accession reports. Is there some 
setting we missed? How do we configure the PUI to only display published 
materials? Seems a very basic question but I think there was so much panic when 
it was discovered that we just elected to shut the whole thing down, since we 
weren’t using it then anyway.



I don’t have a lot of the technical details on our instance, but if anyone 
needs more information to be able advise us, let me know and I can relay 
questions to our tech folks.





Many cheers,

-Lev Earle.



___

Special Collections Processing Archivist

Rare Books, Special Collections, and Preservation

University of Rochester River Campus Libraries

they/them pronouns




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Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - Preservica added content?

[Custer, Mark]

Ed,

Not exactly.  It's not a problem of any HTML encodings in the URL (e.g. %3A for 
a colon), which should be fine.

However, if you go into edit those digital objects in the ASpace staff 
interface and open the File URI section, you should see something like:

https://msu.access.preservica.com/archive/sdb%3AdeliverableUnit|723e8170-d799-4296-8591-2c3e8cf7ab2c/">Preservica
 Internal

Those File URI records should just contain the link and not any HTML tags.  So, 
the link should only be what's between the double quotes, e.g.:

https://msu.access.preservica.com/archive/sdb%3AdeliverableUnit|723e8170-d799-4296-8591-2c3e8cf7ab2c/

Once that's done (but there are a lot of links, so not something you'd want to 
do one by one), then you should be able to create PDFs again in the ASpace 
staff interface.  Another option (though it wouldn't fix the contents of the 
link) might be to unpublish those File URIs.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Busch, 
Ed 
Sent: Thursday, April 1, 2021 1:39 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?


Thanks for the help Mark and Brian!

Sorry, we’re getting a little deeper than I understand but am I right in the 
root issue you are describing is the embedded character codes like , , 
, %3. If Preservica just put the real characters it would be fine?



For example, 
https://msu.access.preservica.com/archive/sdb%3AdeliverableUnit|723e8170-d799-4296-8591-2c3e8cf7ab2c/

If this is changed to 
https://msu.access.preservica.com/archive/sdb:AdeliverableUnit|723e8170-d799-4296-8591-2c3e8cf7ab2c/
 would ASpace PDF exporter be happy?



Or am I missing it still?



Ed Busch, MLIS

Interim Head of University Archives and Historical Collections

Electronic Records Archivist

Conrad Hall, 943 Conrad Road, Room 101

East Lansing, MI 48824

517-884-6438

busch...@msu.edu

he/him/his





From:  on behalf of 
Brian Harrington 
Reply-To: "archivesspace_users_group@lyralists.lyrasis.org" 

Date: Thursday, April 1, 2021 at 12:37 PM
To: "archivesspace_users_group@lyralists.lyrasis.org" 

Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?



Hi Ed,



It looks like the problem is with s (or anything else) that have an 
@href attribute that has anything other than the bare URL in it.  For example, 
this one:



  https://us.preservica.com/explorer/explorer.html#prop:76e734ad9-75bc-4f06-a5a0-7aa458e39746Preservica
 Internal/a"
xlink:role="Digital Preservation Staff System" 
xlink:type="locator"/>



The as-ead-pdf.xsl copies the contents of the @href directly into the 
@external-destination of an fo:basic-link element, and then the FOP processor 
is choking on it.



And as a data point for everyone, this should have just started breaking in 
2.8.1.  The included FOP was upgraded to the current version in that release 
(blame me!) and that appears to have better validation of URIs.  It looks like 
older versions simply included in the PDF.



I hope 

Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - Preservica added content?

[Custer, Mark]

It looks like Steve’s diagnosis below is spot on.  Those links have HTML in 
them, but you just want the links, so that’s why things aren’t working.

Ed, if you have access to run SQL queries against your ArchivesSpace database, 
I’d start there.  Just look for HTML tags in your file version URIs (e.g. any 
file uris with “a href”, etc.).  Anything that shows up there would need to be 
fixed, since you just want the HTTP/S links there, not any HTML.  I’d be 
curious how the HTML got in there, and whether or not a resynch with Preservica 
would fix that…?

The HTML tags are also being added to some (but not all) of those “other 
finding aid” notes.  Those anchor tags will invalidate the EAD if the notes are 
published since EAD doesn’t contain any HTML elements.  But that won’t stop the 
PDF process from working, at least.

Anyhow, not a long-term solution, but if you can add an XSLT transformation 
process into your pipeline right before the ASpace PDF transformation process 
is called, then you could use something like the below to get the PDFs to be 
able to generate:

http://www.w3.org/1999/XSL/Transform; version="1.0" 
xmlns:xlink="http://www.w3.org/1999/xlink;>








http://www.w3.org/1999/xlink;>






From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Busch, Ed
Sent: Thursday, 01 April, 2021 11:43 AM
To: Archivesspace Users Group 
; Benn Joseph 

Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?

Sure. I just put a ticket in with my local IT for some help.

Ed Busch, MLIS
Interim Head of University Archives and Historical Collections
Electronic Records Archivist
Conrad Hall, 943 Conrad Road, Room 101
East Lansing, MI 48824
517-884-6438
busch...@msu.edu
he/him/his


From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Benn Joseph 
mailto:benn.jos...@northwestern.edu>>
Reply-To: 
"archivesspace_users_group@lyralists.lyrasis.org"
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Thursday, April 1, 2021 at 11:35 AM
To: 
"archivesspace_users_group@lyralists.lyrasis.org"
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?

Hey Ed—can you share the EAD export for one that isn’t working?
--Benn

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Busch, Ed
Sent: Thursday, April 01, 2021 8:55 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?

Thanks, Steve. Time to dig into this deeper.
Some of my Preservica ones work fine.

Ed Busch, MLIS
Interim Head of University Archives and Historical Collections
Electronic Records Archivist
Conrad Hall, 943 Conrad Road, Room 101
East Lansing, MI 48824
517-884-6438
busch...@msu.edu
he/him/his


From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Majewski, Steven Dennis (sdm7g)" 
mailto:sd...@virginia.edu>>
Reply-To: 
"archivesspace_users_group@lyralists.lyrasis.org"
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Wednesday, March 31, 2021 at 4:06 PM
To: 
"archivesspace_users_group@lyralists.lyrasis.org"
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Generate PDF Staff side failing - 
Preservica added content?

It definitely doesn’t like those Preservica URLs.

The staff PDF production goes thru 3 steps, and you can do them separately and 
manually to debug.

[1] export EAD XML
[2] Run XSLT processor on EAD with /stylesheets/as-ead-pdf.xsl xsl-fo stylesheet
$ saxon -xsl:archivesspace/stylesheets/as-ead-pdf.xsl 
-s:UA.15.9_20210331_175003_UTC__ead.xml -o:fop.fo
[3] Run FOP processor on output of xsl-fo stylesheet.
$ fop fop.fo -pdf fop.pdf

After an error on logo image (because I’m not in the right directory and didn’t 
pass a param so it can find it)
And a bunch of warning in info messages that can be ignored, I get a whole 
series of errors like this:

SEVERE: Error while rendering page 19
java.lang.IllegalStateException: java.net.URISyntaxException: Illegal character 
in scheme name at index 0: 

Re: [Archivesspace_Users_Group] PUI indexing issues

[Custer, Mark]

Tom,

Not sure if it will help (and not sure if you shared your config.rb file in a 
previous message), but have you tried:

  *   turning off the Solr backups during the re-indexing 
(https://github.com/archivesspace/archivesspace/blob/d207e8a7bb01c2b7b6f42ee5c0025d95f35ee7ae/common/config/config-defaults.rb#L76).
  Just going back to Dave's suggestion about keeping an eye out on disk space.
  *   updating the record inheritance settings and removing the bit about 
inheriting scope and contents notes, which really bloats the index since most 
finding aids won't have lower-level descriptive notes 
(https://github.com/archivesspace/archivesspace/blob/d207e8a7bb01c2b7b6f42ee5c0025d95f35ee7ae/common/config/config-defaults.rb#L411-L413).
 For our record inheritance settings , 
https://github.com/YaleArchivesSpace/aspace-deployment/blob/master/prod/config.rb#L204-L244),
 we only inherit two notes currently:  access notes and preferred citation 
notes.
  *   Turning off the PUI indexer until the staff indexing is done, and then 
turning the PUI indexer back on?

When testing re-indexing locally, I usually bump up the two values that Blake 
listed below, at least until I start getting Java heapspace errors and don't' 
have any more RAM to allot to ASpace .  But even just waiting for the archival 
objects can take a while, depending on the settings in your config.rb file. 
While waiting for a full re-index once when things were re-indexing on a server 
that I didn't have access to, I'd periodically look at the last archival object 
ID that was indexed, and then run a database query to see how many more 
archival objects were left in that repo, since a full re-index seems to go in 
order of the primary keys. e.g.

select count(*) from archival_object
where id > {archival_object id}
and repo_id = {repo id};

That would at least give me a sense of how much longer it might be for all the 
archival objects were left in one of our repos.

As for the slowdown, after all the archival objects are indexed in a 
repository, the next thing that happens (although it can take quite a while) 
will be for all the tree indexes to be created and finally committed to Solr.  
See 
https://github.com/archivesspace/archivesspace/blob/82c4603fe22bf0fd06043974478d4caf26e1c646/indexer/app/lib/pui_indexer.rb#L136.
 If i recall correctly, there won't be any specific mentions in the logs about 
that, but after you get a message about all of the archival objects being 
indexed in a specfic repository, you'll get another message about the archival 
objects being indexed again sometime later, at which point the full trees have 
been reindexed again, and then the indexer will be off to the next repo (or 
record type, like classification records, etc.)


Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Tom 
Hanstra 
Sent: Monday, March 22, 2021 11:21 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] PUI indexing issues

Thanks, Blake.

In your testing, how big was the repository that you were testing against. Mine 
has "763368 archival_object records" and I consistently get into the 670K range 
for staff and 575 range for PUI before things really slow down. I'm now trying 
to really increase the Java settings to see if that will help. So far, the 
problem is similar: real slow downs after zipping through the first records. 
I'll also try some of the settings you have there to see if fewer but larger 
threads work better than multiple smaller threads.

Tom

On Mon, Mar 22, 2021 at 10:52 AM Blake Carver 
mailto:blake.car...@lyrasis.org>> wrote:
I did some experimenting this weekend, messing around with indexer speeds, and 
found I could get it to succeed with the right indexer settings. I think the 
answer is going to be "it depends" and you'll need to experiment with what 
works on your set up with your data. I started with the defaults, then dropped 
it to realy slow (1 thread 1 per), then just tried to dial it up and down. 
The last one I tried worked fine, it was fast enough to finish in a reasonable 
amount of time and didn't slow down or crash. Your settings may not look like 
this, but here's something to try.

AppConfig[:pui_indexer_records_per_thread] = 50
AppConfig[:pui_indexer_thread_count] = 1


So some extra detail for the mailing list archives... if your site keeps 
crashing before the indexers finish and you're not seeing any particular errors 
in the logs that make you think you have a problem with your data, try turning 
the knobs on your indexer speed and see if that helps.

It looks like maybe the indexer just eats up too much memory on BIG records and 
having too many (too many being 15ish) threads running causes it to crash. I 
know BIG is pretty subjective, if you have a bunch of resources (maybe a few 
thousand) AND those resources all have ALLOTA (maybe a few thousand) children 
with ALLOTA subjects/agents/notes/stuff, then you 

Re: [Archivesspace_Users_Group] Help suppressing a finding aid section

[Custer, Mark]

Hi Bridger,

Just a very quick reply, as I haven't had time to look at the newest release of 
ArchiveSpace, but...

  1.  Yes, I think you'd need to use a plugin or other mechanism to do this 
(lots of plugin examples out there, but if you have any questions about that, 
there are lots of people in the ASpace community that could help out).
  2.  I don't like the accordion approach overall, so maybe that will be 
updated at some point, but that still doesn't help you right now, of course.
  3.  Most importantly, if you do remove this section, I'd encourage you to 
think about not moving some of the data elsewhere, particularly the finding aid 
author, sponsor info (if applicable), etc.  I also wish that the finding author 
info could be managed as linked agents, rather than just text, but even as text 
it's very useful data!  Also, it provides credit as well as some visibility to 
archival labor (that's another reason I don't like the accordions, since it 
hides that info by default).

I hope that helps.  And I'm curious to hear more about whatever direction you 
wind up taking!

All my best

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Dyson-Smith, Bridger 
Sent: Monday, March 1, 2021 10:29 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Help suppressing a finding aid section

Hi all -

I'm trying to think about suppressing a section of our finding aids in
the PUI, specifically the Finding Aid & Administrative Information. I'm
not sure, though, if this should be managed through the admin UI or
programmatically.

I had thought that there might be 'Publish' radio box on that section
in the admin UI, but maybe there isn't. Unless I'm missing something
(and I probably am!) in the admin UI, then addressing this
programmatically seems to be the way forward.

Does this sound accurate? What else should I be looking for? We're
running v2.5.1. Thoughts and suggestions would be greatly appreciated -
thanks in advance for your time and trouble.

Best,
Bridger
--
Bridger Dyson-Smith
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Re: [Archivesspace_Users_Group] Offsite boxes and ASpace

[Custer, Mark]

Adrienne,

Here's a link to the plugin that Hudson Molonglo developed, which we've been 
using for about the past six months in production:  
https://github.com/hudmol/yale_onsite_locations  If you have any questions 
about it, let us know.

I would love to see this in the ArchivesSpace core code, but we went with a 
plugin approach last year so that we could get this feature added ASAP to our 
instance and so that we could test out how it performs (so far, so great!).  
The plugin adds an "Onsite?" checkbox to every location, with the default value 
being set to True.  And once you start flipping some locations to Onsite = 
False, then information is stored in the index to indicate whether the Resource 
and Archival Object and Top Container records are stored onsite or offsite.  
And since Resource and Archival Objects can be linked to multiple top 
containers, those records can have a hybrid status.  So, that's why we now have 
a facet for "Storage Location", as seen in the attached image.  We haven't 
really highlighted this new feature to users yet, but I am very interested in 
seeing how it gets used over time.

We also talked about adding a feature in the staff interface to calculate a 
note for the collection to indicate which boxes were onsite vs. offsite based 
on this information, like the "Calculate Date / Extent" function, but didn't 
wind up adding that to the plugin, although I still like the idea.

And Olivia, since I was still interested in adding such a note to our EAD, even 
after all these years (has it been over three years? ), I did update our EAD3 
export option to include the location information in our EAD files. I did not 
go with a physloc note, since I agree with you that it would look horrible 
having that information repeat everywhere if it were to display in the finding 
aid, so I went with an option of adding the location URI fragment into an 
attribute on each container element that is associated with an ASpace location 
record.  Then, since we know which locations that we consider to be onsite vs. 
offsite, our nightly export process will add a note to each finding aid in the 
EAD3 control section.  Here's an example:  
https://github.com/YaleArchivesSpace/Archives-at-Yale-EAD3/blob/5734391e95a954a99cb03ee54282fd14d028c8e3/brbl-ead/10764.xml#L34-L41
  We aren't using that note for anything right now, but I think that it could 
be useful for creating our MARC holdings records, as well as for adding to our 
PDF finding aids, etc.  But right now, it's just there so that staff could 
potentially use it to review and see if it looks like things are assigned as 
expected.

Mark








From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Pruitt, 
Adrienne 
Sent: Tuesday, January 26, 2021 3:52 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Offsite boxes and ASpace

Hello, all,

This question - of making onsite/offsite locations visible to users - has come 
up at Tufts, and it looks like Yale, at least, has solved it. (Hooray!) If 
anyone has a good solution for this (plugin or otherwise), would you mind 
pointing me to it?

Thank you very much!


Adrienne Pruitt | Collections Management Archivist

Digital Collections and Archives

Tufts University

adrienne.pru...@tufts.edu<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fexchange.tufts.edu%2Fowa%2Fredir.aspx%3FC%3Dt5B1d8GNpPJJzaAAvUfcGAPuBinqgxXyoK8_O0ggQHCOYyG6Tc_XCA..%26URL%3Dmailto%253aadrienne.pruitt%2540tufts.edu=04%7C01%7Cmark.custer%40yale.edu%7C29395ca0ea394c7f06fd08d8c23c41d7%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637472911359825173%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C2000=wX39F6MDBD%2FG8pgHhJ1a0YgTsOBznznsTrIL6ztV8iI%3D=0>
 |617-627-0957


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Custer, 
Mark 
Sent: Friday, November 17, 2017 3:35 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Offsite boxes and ASpace


Hi Olivia,



Hear, hear!!! 



Just a quick note to say that this is something that we’ve discussed at Yale, 
as well, and I think that we might start to address it via a plugin at some 
point (it would be a nice feature to go directly into the core code, but in 
order for that to happen, I’d think that the Location module would need to be 
updated so that staff could indicate which locations were the offsite ones 
without having to add that data to a config file).



Also, I believe that the location information is already in the PUI index, so 
it would just be a matter of choosing when/where to display that data.   I 
don’t think that there’s a good EAD solution, unless you implement a specific 
way to use the physloc note, as you mentioned, but even then you’ve got to do 
some grouping since those boxes are often repeated 

Re: [Archivesspace_Users_Group] Adding an element with the API

[Custer, Mark]

Karen,

In addition to Michelle's great advice, if you're adding notes, you'll want to 
follow the same model of creating the whole note and posting it.

Here's an ugly mocked-up example:

   new_sc_note_content = "Whatever note you're adding"

note = {"jsonmodel_type": "note_multipart", "type": 
"scopecontent", "publish": True,
"subnotes": [{"jsonmodel_type": "note_text",
 "content": new_sc_note_content,
 "publish": True}]}

record_json["notes"].append(note)

But notes are trickiest, since there are a few different ways that 
ArchivesSpace models those depending on the note type, and if there are lists, 
etc.

When working with the API and ArchivesSpace this way, I'd suggest going through 
the following steps (rather than trying to read the codebase and the internal 
data schemas):

  1.  Create the data that you want to add to ASpace directly in the staff 
interface (e.g. create a digital object with those two file URIs, and the two 
notes, etc.)
  2.  Also create another record that just has the required data fields (e.g. 
just a digital object with a title or whatever is required, and not the extra 
stuff you want to add)
  3.  Use the API to get both of those objects and check out what the JSON 
looks like.
  4.  Then, write your script to model the data the same way (and, the reason 
to grab an object with a minimal amount of data is just to see if you need to 
create a new data field like for "notes", of if that key will already be 
present even when empty, etc.).
  5.  Check out the results after you post your new data to a variety of 
existing records and make sure that your script won't overwrite any existing 
data that you don't want to erase (e.g. if you're adding a thumbnail URI, 
you'll want to make sure that you "append" it, as in Michelle's example.)

And, of course, always best if you have a test environment to do this.  If not, 
you could try things out on one of the other TEST instances out there 

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Karen 
Miller 
Sent: Friday, December 18, 2020 1:20 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Adding an element with the API


Thank you, Michelle!



Yes, if you don’t mind sending the script, I’d really appreciate it. This looks 
like what I need, but I think having the script might be useful.



Karen



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Michelle 
Paquette
Sent: Friday, December 18, 2020 12:04 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Adding an element with the API



Hi Karen,



I think you're getting the error because it's looking to set those values on a 
file version that already exists, and the file version doesn't exist yet.



I have a script that does something similar and what I've done is create a 
definition for a new file version, and then done an "append" on the record in 
question (record being the digital object).



def add_thumbnail(thumbnail_uri):

note_dict =  {'file_uri': thumbnail_uri,

'publish': True, #change to False if you do not want the file version to be 
published.

'xlink_actuate_attribute': 'onLoad',

'xlink_show_attribute': 'embed',

'use_statement': 'image-thumbnail',

'jsonmodel_type': 'file_version'

}





Later I have record['file_versions'].append(add_thumbnail)



thumbnail_uri is coming from a spreadsheet. If seeing the full script is 
helpful for you please let me know and I'd be happy to share it with you.



Best,

Michelle



On Fri, Dec 18, 2020 at 12:48 PM Karen Miller 
mailto:k-mill...@northwestern.edu>> wrote:

I hope there are still some folks around to think about an API problem I’m 
having!



We’re updating URLs in our digital objects. I can easily update the URL that 
exists in digital objects, using Python syntax like this:



digital_object_json['file_versions'][0]['file_uri'] = permalink



post_record = 
requests.post(f"{api_url}/{digital_object_uri}",
 headers=headers, json=digital_object_json).json()



where “permalink” is a value I’ve read in from a spreadsheet. This works just 
fine for me. But I wanted to get fancy and add a second URL as a thumbnail (I 
can do this through the staff interface and it works the way I 

Re: [Archivesspace_Users_Group] Disable PUI (public interface)

[Custer, Mark]

David,

In addition to what Zach and Andrew mentioned, I would also set 
"pui_indexer_enabled" to false in this case.

Also, all the configuration defaults are here:  
https://github.com/archivesspace/archivesspace/blob/master/common/config/config-defaults.rb.
 I always have to look at that to remind myself 

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Andrew 
Morrison 
Sent: Monday, November 23, 2020 2:35 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: Re: [Archivesspace_Users_Group] Disable PUI (public interface)


This is an AppConfig[:enable_public] setting which can be set to false in 
config.rb.

Andrew.


On 23/11/2020 18:37, David M. ZUCKERMAN wrote:
Hi,

We're upgrading Archivesspace and will not be using the public interface. I see 
quite a few config options for pui in config.rb but not sure how I'd disable it 
entirely. I've been searching through various documents but they all seem to 
deal with how to configure it.

Was thinking there would be something similar to this
AppConfig[:enable_pui] = false

Is there a specific way the public interface should be disabled?

Thanks,
Dave





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Re: [Archivesspace_Users_Group] Sub-subseries custom usage?

[Custer, Mark]

Hi, Lev.

Short answer:  you can select “otherlevel” and then type in “sub-subseries” 
(even “sub-sub-subseries” and whatever else that’s needed).  You might need to 
update your display code, but that approach would keep the EAD valid.  I'm 
attaching a screenshot for how to do that in ArchivesSpace.  That said, I would 
probably advise against doing that since then you’re on the hook for making 
sure that there are no typos, etc….. and what, really, is a sub-subseries, or a 
sub-series, for that matter? .  So, again, the display code might need to be 
updated, but nothing else would preclude you have having subseries children of 
other subseries.

Longer response, which doesn't really add much:  the closed list that 
ArchivesSpace uses for its "Archival Object Level" enumeration list comes from 
the EAD schemas.  Those schemas are based on ISAD(G) 3.1.4, which does not 
specify a closed list or definitions for different levels, I don’t think, but 
it does include a few different examples such as “Sub-series”.  In the first 
version of EAD, it looks like there were 9 valid options for the level of 
description, including “subseries”.  EAD 2002 and EAD3 bump that up to 11 valid 
options.  And starting with EAD2002, “otherlevel” was added to the controlled 
list of values to provide users a way to specify any other level that was 
required locally.  So, you can encode something like @level=’otherlevel’ and 
@otherlevel=’sub-subseries’ to add any local levels of description that you 
want.

All that said, I still don't know the difference between a series and subseries 
(aside from the context, which would be indicated by having a series as a child 
of a series), so I'm actually in favor of less values (e.g. removing subseries 
and just using series wherever that's needed) .

Mark





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Earle, Lev
Sent: Tuesday, 20 October, 2020 12:25 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Sub-subseries custom usage?

Hello everyone,

I’m wondering if anyone out there has configured their instance to make 
sub-subseries level designations available.

I’m currently working with some very large collection imports where 
sub-subseries would be useful, and know that EAD allows for I think a maximum 
of twelve levels (or something faintly ridiculous), but also know that the 
out-of-the-box AS doesn’t include a sub-subseries level designation. I know you 
can technically nest subseries as children under each other, but this feels 
like bad form and plays havoc with our display code. We could probably figure 
out something ourselves to hack in a sub-subseries designation, but I wanted to 
see what/if anyone else was doing, as we’d like to try and build consistently 
with other institutions to make future inter-institutional collaboration go 
more smoothly.

Many thanks for any help! I’m new to this listserv and have been learning a lot 
following conversations but still have a long ways to go.

Cheers,
-Lev.

___
Lev Earle
Special Collections Processing Archivist – RBSCP
University of Rochester River Campus Libraries
they/them pronouns

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Re: [Archivesspace_Users_Group] setting encodinganalog and other attributes related to XML export

[Custer, Mark]

Dear Amanda,

There's no way to do this in the staff interface.

This could be accomplished with a plugin, however.  Alternatively, you could 
add a transformation step after extracting the EAD file from ArchivesSpace.  At 
Yale, we rely on both approaches.  I will usually only take the plugin approach 
when the data would not be available otherwise (e.g. changing how the default 
ASpace EAD export handles creators linked as "sources"), since I find there is 
a lot more flexibility if you keep local transformations separate from the 
serialization process. So, in this case, if these attributes are required, and 
if you have the ability to modify the files after they are exported, then I 
would recommend adding those sorts of transformation rules to a publication 
process outside of ArchivesSpace.  If either of those approaches are possible 
to add on your end, though, then I could provide a brief proof-of-concept for 
how to do that.

All that said, I'm curious if you can say more about how you use the 
encodinganalog attribute right now?  In my experience, people primarily use 
@encodinganalog in EAD to illustrate mappings to the MARC standard, following 
the examples in the EAD Tag Library and EAD Cookbook, while at the same time, 
perhaps, keeping archival encodings in the shadow of MARC AMC. I'd be in favor 
of removing this attribute (and @relatedencoding) from future versions of EAD 
(it's not something I've seen in other schemas like MODS, TEI, etc.), so I am 
especially curious on how it's being used.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Amanda 
Focke 
Sent: Wednesday, September 2, 2020 5:16 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] setting encodinganalog and other 
attributes related to XML export

Hello -

Is there a way in ArchivesSpace to set encodinganalog information and
other attributes for XML export purposes, such as for basic notes like
scopecontent, acqinfo,and accessrestrict?


Thanks for any thoughts,

Amanda

--
Amanda Focke, CA, DAS
Head of Woodson Research Center
Fondren Library
Rice University
6100 Main St. MS-44
Houston, TX 77005
afo...@rice.edu | 713-348-2124
https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Flibrary.rice.edu%2Fwoodsondata=02%7C01%7Cmark.custer%40yale.edu%7Ca1fa02bd727d4194035208d84f858522%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637346782189707991sdata=e40zvKllsFpWYFvIxbhuUbFZcHH0v3PQ9vAlfxAcLYg%3Dreserved=0
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Re: [Archivesspace_Users_Group] PDF export issue

[Custer, Mark]

Dear Hitomi,

This process will only work for the staff-side PDFs, since the PUI PDFs do not 
use the XSL-FO process (the staff-side files are converted from EAD to PDF, 
whereas the public-side files are converted from HTML to PDF).  I haven’t 
looked into how to update the public process to add new fonts, so I can’t help 
with that unfortunately.

For the staff side (where the “as-eas-pdf.xsl” and “fop-config.xml” files need 
to be updated if new fonts need to be added), it looks like you need to further 
update your fop-config.xml file to know about the new font files.  Right now, 
that file still references the NotoSerif fonts (lines 11-22) but doesn’t 
mention the font family that is referred to as “IPAex” in the updated XSL file. 
  There should be other ways to set this up so that everything is auto-detected 
and you can set font preferences elsewhere, but if the font family is mentioned 
in the XSL file that converts the EAD to XSL-FO, I believe that it might need 
to be explicitly mentioned in your config file (but it’s been a while since 
I’ve worked with those FOP config files).

Anyhow, here’s an example of what I added to my FOP config file to get things 
to work for the staff-side PDF, where I set the font-family name to “Ipam” in 
the as-eas-pdf.xsl file:





I didn’t specify all of the font files, as I just wanted to confirm that it 
worked, but additional settings would likely be required depending on how those 
fonts work.  For our PDF files, for instance, I’ve explicitly referenced a 
number of different font files. See:  
https://github.com/YaleArchivesSpace/EAD3-to-PDF-UA/blob/master/fop.xconf

If you add something like that to your fop-config.xml file, switching out the 
font name of IPam with IPAex, then I believe it should work as expected for 
your staff-side PDFs.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hitomi Matsuyama
Sent: Monday, 05 October, 2020 1:15 AM
To: 'Archivesspace Users Group' 

Subject: Re: [Archivesspace_Users_Group] PDF export issue

Dear Mark and all,

After having tried the way with FOP as Mark suggested, we are still stuck in 
this issue…
Attached are as-ead-pdf.xsl file, fop-config.xml, and PDFs generated from PUI; 
public_print.pdf and from Staff side; staff_print.pdf.
We are using the ArchivesSpace V2.8.0. and specify Japanese as the language of 
description.

Do you have any idea of what we missed?
If you need further information on our setting, let me know.

Thank you in advance!


Hitomi Matsuyama, Audiovisual Archivist

Nakanoshima Museum of Art, Osaka
1-1-86-8F Noda, Fukushima-ku
Osaka 553-0005 JAPAN
tel. +81 (0)6 64 69 51 93
email. matsuy...@nak-osaka.jp<mailto:matsuy...@nak-osaka.jp>




From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Hitomi Matsuyama
Sent: Wednesday, September 30, 2020 5:21 PM
To: 'Archivesspace Users Group' 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] PDF export issue


Thank you very much Mark, Steve, and Maura for your prompt responses!
We will follow Mark’s advice. Thanks a lot.

All the best,
Hitomi

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Wednesday, September 30, 2020 3:12 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] PDF export issue

Steve, all:

It looks like it does cause an issue for the PUI PDFs, as well, at least with 
an example that I just tested thanks to Maura Carbone, who provided a sample 
bit of text to try (hi, Maura!).  See:  
http://test.archivesspace.org/repositories/2/archival_objects/3909<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Ftest.archivesspace.org%2Frepositories%2F2%2Farchival_objects%2F3909=02%7C01%7Cmark.custer%40yale.edu%7Cb7b3171251b7478a2f0b08d868eda89b%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C637374717421311867=GKMSDY6A3hLNMICZ6l%2FYFiFEyH%2FgHyt76kv2INq0W7c%3D=0>.

When I tried the PUI PDF option in that case, the contents of the note were 
entirely missing (whereas on the staff side, the process replaces any glyphs 
that are not found in the current font with the "#" character).  The PUI PDF 
process is handled quite differently, though, since that process goes from HTML 
to PDF.

In both cases, it seems like there should be easier configuration options, 
since there's no font (or even font family) that's g

Re: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a new job and post input files’

[Custer, Mark]

Bennett,

Okay, I hope it works, and let me know if not.

Also, sorry for misspelling your name earlier!!!  I’m in the habit of quickly 
sending emails, forgetting that I can’t edit the message after I hit Send 

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bennett G Poulin
Sent: Thursday, 01 October, 2020 2:05 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a 
new job and post input files’

Thanks Mark!

This looks exactly like what I need. I’ll try it out and let you know.

Thanks again!
Bennett

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Thursday, October 1, 2020 12:01 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a 
new job and post input files’

  [EXTERNAL]
Bennet,

Not spammed out, so no worries!

In case it helps, a couple years ago I was able to get a hokey script set up 
(with help from others – thanks again, Dallas and Dave!) to download MARCXML 
files from OCLC and post those to ArchivesSpace using that endpoint.  Here’s a 
snippet that shows how you need to format the payload (though the filenames 
don’t matter, I don’t think):  
https://github.com/archivesspace/api-training/blob/master/getMARCfromOCLCandPOSTtoASpace.py#L42-L56<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Fapi-training%2Fblob%2Fmaster%2FgetMARCfromOCLCandPOSTtoASpace.py%23L42-L56=02%7C01%7Cmark.custer%40yale.edu%7C2a7c65cfa3014fddbd2508d866347f2d%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637371722957130478=gPKCFtwNa5MlkJ%2BXJU0a%2BycwfDO3%2FEjliSIpRSJEv7g%3D=0>
  (the important part is adding the files to the “files” parameter as an array 
of file locations, even if you’re just posting one file, so you’ll need to 
change how your file variable is assigned, I think)

Mark



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bennett G Poulin
Sent: Thursday, 01 October, 2020 1:46 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a new 
job and post input files’

(My apologies if this has been spammed to you. I have been having trouble with 
the listserv as I am new.)

Hello all,
We are new to the community and started playing around with the API in Python 
to help familiarize ourselves with it. I can connect and authenticate just 
fine, even call several of the endpoints without issue, but there is one that I 
cannot seem to figure out myself. The endpoint I’m trying to connect to is 
‘create a new job and post input files’ and is documented 
here<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Farchivesspace.github.io%2Farchivesspace%2Fapi%2F%23create-a-new-job-and-post-input-files=02%7C01%7Cmark.custer%40yale.edu%7C2a7c65cfa3014fddbd2508d866347f2d%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637371722957130478=HbOTHEbFuzAn08t6ZtJAEr5m7TnzBYDbUVXiX3QbW64%3D=0>.
 I’m trying to use this endpoint to import EAD XML file(s) into a repository. I 
can use the create 
jobs<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Farchivesspace.github.io%2Farchivesspace%2Fapi%2F%23create-a-new-job=02%7C01%7Cmark.custer%40yale.edu%7C2a7c65cfa3014fddbd2508d866347f2d%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637371722957140474=1IZwUozkxF0ocDcUDhtOcGmlOiXg0TBG%2BomlNqpmc2A%3D=0>
 endpoint without error, but there are no files, just filenames. I have tried 
looking through the previous threads here, but it is entirely possible that I 
missed something.
The Problem:
The problem that I am having is with the encoding for the file(s) that I send 
along with the post request. I’m bouncing between two errors ‘(RangeError) 
exceeded available parameter key space’ when I encode with Base64, and 
‘(InvalidParameterError) invalid %-encoding’ when I do not. Base64 will bloat 
the data by 33%, but I’m only trying to send one file at the moment. Is there 
another encoding that’s preferred, or another way to get the files to the post 
request?
My Current Execution:
with open(os.path.join(repoDir, "filename.xml"), "r") as f1:
f1_data = f1.read()
f1_serialized = base64.b64encode(f1_data.encode())
jobs = json.dumps({
"jsonmodel_type":"job",
"status":"queued",
"job": {
"jsonmod

Re: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a new job and post input files’

[Custer, Mark]

Bennet,

Not spammed out, so no worries!

In case it helps, a couple years ago I was able to get a hokey script set up 
(with help from others – thanks again, Dallas and Dave!) to download MARCXML 
files from OCLC and post those to ArchivesSpace using that endpoint.  Here’s a 
snippet that shows how you need to format the payload (though the filenames 
don’t matter, I don’t think):  
https://github.com/archivesspace/api-training/blob/master/getMARCfromOCLCandPOSTtoASpace.py#L42-L56
  (the important part is adding the files to the “files” parameter as an array 
of file locations, even if you’re just posting one file, so you’ll need to 
change how your file variable is assigned, I think)

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bennett G Poulin
Sent: Thursday, 01 October, 2020 1:46 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Trouble With API Endpoint ‘create a new 
job and post input files’

(My apologies if this has been spammed to you. I have been having trouble with 
the listserv as I am new.)

Hello all,
We are new to the community and started playing around with the API in Python 
to help familiarize ourselves with it. I can connect and authenticate just 
fine, even call several of the endpoints without issue, but there is one that I 
cannot seem to figure out myself. The endpoint I’m trying to connect to is 
‘create a new job and post input files’ and is documented 
here.
 I’m trying to use this endpoint to import EAD XML file(s) into a repository. I 
can use the create 
jobs
 endpoint without error, but there are no files, just filenames. I have tried 
looking through the previous threads here, but it is entirely possible that I 
missed something.
The Problem:
The problem that I am having is with the encoding for the file(s) that I send 
along with the post request. I’m bouncing between two errors ‘(RangeError) 
exceeded available parameter key space’ when I encode with Base64, and 
‘(InvalidParameterError) invalid %-encoding’ when I do not. Base64 will bloat 
the data by 33%, but I’m only trying to send one file at the moment. Is there 
another encoding that’s preferred, or another way to get the files to the post 
request?
My Current Execution:
with open(os.path.join(repoDir, "filename.xml"), "r") as f1:
f1_data = f1.read()
f1_serialized = base64.b64encode(f1_data.encode())
jobs = json.dumps({
"jsonmodel_type":"job",
"status":"queued",
"job": {
"jsonmodel_type":"import_job",
"import_type":"ead_xml"
},
"files": { #Omit files for jobs URI
"filename.xml": f1_serialized.decode('utf-8')
}
})
createJobs = client.post('/repositories/4/jobs_with_files', jobs)

What I’ve tried:
I’ve tried changing the file open to “rb” and playing with the types of Base64 
encoding methods.
I’ve tried adding the files as the third parameter as I’ve seen in other python 
API requests.
file = {"nmu-lmssking.xml": open(os.path.join(repoDir, "filename.xml"), "rb")}
createJobs = client.post('/repositories/4/jobs_with_files', json=jobs, 
files=file)

I have tried not encoding the file, but then I get the second error message 
mentioned above.
I have tried playing with the various file states of read, byte, and encoded 
data.

Other Relevant Information:
I’m using ArchivesSpace v2.7.1.
AS Documentation Image:
[cid:image001.png@01D697FA.79D24590]
AS Documentation Text:
curl -H "X-ArchivesSpace-Session: $SESSION" \
  -d 'Example Missing' \
  
"http://localhost:8089/repositories/2/jobs_with_files?job={"jsonmodel_type"=>"job",
 "status"=>"queued", "job"=>{"jsonmodel_type"=>"import_job", 
"filenames"=>["QJEOU", "PUDYO", "GD44820703", "UK255111B"], 
"import_type"=>"eac_xml"}}=UploadFile"

Endpoint
[:POST] /repositories/:repo_id/jobs_with_files
Description
Create a new job and post input files
Parameters
JSONModel(:job) job –
[RESTHelpers::UploadFile] files –
Integer repo_id – The Repository ID – The Repository must exist
Returns
200 – {:status => “Updated”, :id => (id of updated object)}

AS Ruby JSON Ruby Schema Files for Job and Import Job attached:


___

Re: [Archivesspace_Users_Group] Unprocessed Accessions Report

[Custer, Mark]

Linda, all:

I'd also say that a new report could/should be created that doesn't rely on 
event records in this case. Adding reports to ASpace is much easier now than it 
used to be, and I think that having one that relied on the "Processing Status" 
field in this case would make a lot of sense.  Events are much more difficult 
to create in the staff interface.  Does anyone already have such a report, I 
wonder?

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Brian 
Harrington 
Sent: Thursday, October 1, 2020 1:20 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Unprocessed Accessions Report


Hi Linda,



I think adding the event records is the only thing that’s going to work with 
that report.  Fortunately, it’s not too hard to do with the API.  Depending on 
your familiarity with the API, you might find Bria Parker’s wonderful blog post 
here:  
https://icantiemyownshoes.wordpress.com/2015/11/20/how-i-learned-to-stop-worrying-and-love-the-api/
 useful.   She describes how she  used OpenRefine and a little bit of shell 
scripting to add processing status events to all of her accessions.



I hope this helps,



Brian



--

Brian Harrington

Data Migration Specialist

LYRASIS

brian.harring...@lyrasis.org



From:  on behalf of 
Linda Hocking 
Reply-To: Archivesspace Users Group 

Date: Thursday, October 1, 2020 at 12:23 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Unprocessed Accessions Report



Kate,



Thank you. We have marked them complete, but they still appear in the report. 
The total count of collections and the total unprocessed show the same number. 
I was just hoping someone else might have already figured out a more efficient 
way to remedy this than to enter 1000 or so event records without having any 
useful data to put in them. We can sort the report by the Linked Resource Title 
field to determine which ones have no linked resource records, but of course 
some of the collections with resource records are unprocessed.



Thanks for sharing your modifications to the processing status list. I know we 
have several partially processed as well, so I may make that one of our options.



Linda



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Bowers, 
Kate A.
Sent: Wednesday, September 30, 2020 4:03 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Unprocessed Accessions Report



There is “processing status” in accession records. I don’t think there is a way 
to update processing statuses in bulk through the user interface, but it is a 
good place to indicate whether an accession has been processed or not or 
something in between.



Processing statuses can be the default or can be edited using Controlled Value 
List and selecting Collection Management Processing Status

A selection of ours are as follows:

  *   Completed
  *   In progress
  *   Partially processed
  *   Unknown
  *   Unprocessed





(For the very curious: “In progress” means we’re working on it. “Partially 
processed” means it’s not completed, but we’re not working on it.)



Kate





Kate Bowers

Collections Services Archivist for Metadata, Standards, and Systems

Harvard University Archives

kate_bow...@harvard.edu

https://archives.harvard.edu

617-998-5238



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Linda Hocking
Sent: Wednesday, September 30, 2020 3:43 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Unprocessed Accessions Report



Good afternoon,



One of our work from home data cleanup projects has been dealing with the 
accession records that weren’t linked to resources. When we finished 
re-linking, we attempted to find a list of all unprocessed accessions. 
Unfortunately, the Unprocessed Accessions report shows all of our collections 
because there aren’t events for each accession record noting they have been 
processed. Many of these were processed quite some time ago and imported from 
Archon, we don’t have dates or really any notes to add that aren’t already in 
the finding aid processing notes fields. I’m sure there’s a really good 
database reason why this can’t just be a check box, but I wonder if anyone has 
had this problem and whether you figured out 

Re: [Archivesspace_Users_Group] PDF export issue

[Custer, Mark]

Steve, all:

It looks like it does cause an issue for the PUI PDFs, as well, at least with 
an example that I just tested thanks to Maura Carbone, who provided a sample 
bit of text to try (hi, Maura!).  See:  
http://test.archivesspace.org/repositories/2/archival_objects/3909.

When I tried the PUI PDF option in that case, the contents of the note were 
entirely missing (whereas on the staff side, the process replaces any glyphs 
that are not found in the current font with the "#" character).  The PUI PDF 
process is handled quite differently, though, since that process goes from HTML 
to PDF.

In both cases, it seems like there should be easier configuration options, 
since there's no font (or even font family) that's going to cover all character 
sets.

With Apache FOP, which is used on the staff side, you can configure FOP to 
auto-detect fonts but you'd still need to make sure to add the fonts where FOP 
can find them. That said, since the "stylesheets" directory in ASpace is not 
part of the WAR files, I'd think you could just update those files on the 
server without too much trouble.  Here's some info on that 
https://xmlgraphics.apache.org/fop/2.1/fonts.html#bulk.  Then you'd just need 
to update the transformation file, which is also in that "stylesheets" 
directory.

I just did that to test things out and that worked.  Example:

  *   Download new fonts, e.g. https://ctan.org/pkg/ipaex
  *   Add those to the fop-config.xml file
  *   Update the as-ead-pdf.xsl file to refer to the new fonts (and this last 
bit could be handled with a parameter or other means).  That said, it would be 
ideal in ASpace to be able to specify the language contents of the description 
to clearly indicate the language and scripts that are in use, especially if you 
want to switch between fonts for different scripts, etc.

Example screenshot attached.

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Majewski, Steven Dennis (sdm7g) 
Sent: Tuesday, September 29, 2020 12:41 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] PDF export issue

Yes, a sample would be useful to try to reproduce the issue.  It would also be 
interesting to know if both the staff PDF export and the PUI PDF show the same 
problems.  ― Steve M.


On Sep 29, 2020, at 11:42 AM, Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

Dear Hitomi Matsuyama,

Which version of ArchivesSpace are you using?

I'm not familiar with those configuratio settings, but I suspect that they 
might just be for the PDF formats of the Reports, not for the PDF format of the 
EAD conversion process.

On newer releases of ArchivesSpace, the default font for the EAD to PDF 
conversion has been updated to use the NotoSerif font family.  See:  
https://github.com/archivesspace/archivesspace/blob/master/stylesheets/fop-config.xml<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Farchivesspace%2Fblob%2Fmaster%2Fstylesheets%2Ffop-config.xml=02%7C01%7Cmark.custer%40yale.edu%7Cd4c75b35b1714671fcbe08d864967821%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369944713065294=%2F9jPeYIWU7HinnFKnvfIBHnQ1kBeqisWBO%2FoSQDgDQc%3D=0>,
 
https://github.com/archivesspace/archivesspace/tree/master/stylesheets/fonts<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Farchivesspace%2Ftree%2Fmaster%2Fstylesheets%2Ffonts=02%7C01%7Cmark.custer%40yale.edu%7Cd4c75b35b1714671fcbe08d864967821%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369944713065294=u3R%2BFWV%2Bv41D4mTA1hRZWLiGC%2BYmg%2BPcLexDaOaLSic%3D=0>,
 and 
https://github.com/archivesspace/archivesspace/blob/5da6428562b65493fc087fe3543c4d292f10ff0e/stylesheets/as-ead-pdf.xsl#L124<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Farchivesspace%2Fblob%2F5da6428562b65493fc087fe3543c4d292f10ff0e%2Fstylesheets%2Fas-ead-pdf.xsl%23L124=02%7C01%7Cmark.custer%40yale.edu%7Cd4c75b35b1714671fcbe08d864967821%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637369944713075246=amw20LBQSraASfYeoVW3TiThXqi2D%2BxtLkTan3N10fU%3D=0>

Also, I am assuming that you are referring to the EAD to PDF process in the 
ArchivesSpace staff interface, i.e. Export --> Generate PDF.  If that's not 
right, just let me know. If that is right, could you share a sample EAD file 
that could be used for testing with a different font?

All my best,

Mark



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Hitomi Matsuyama 
mailto:matsuy...@nak-osaka.jp>>
Sent: Tuesday, September 29, 2020 4:26 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.l

Re: [Archivesspace_Users_Group] ArchivesSpace RESTful API authentication and access

[Custer, Mark]

I'm curious if this has always been the case, as well, but it would seem like 
it has been.  I knew that the repository and location endpoints could be 
accessed but didn't try any of the rest for some inexplicable reason.  Not good 
to have agent contact details available that way.

Given which endpoints are available, I wonder if this has to do with the 
concept of the 'global' repository in ArchivesSpace, to which all agents, 
subjects, locations, etc., belong?  If so, it seems like that should be 
something that could (and should!) be locked down.

But, as you mention, Joshua, a very good reason to have further restrictions on 
access to the API endpoints...  but in this case, I wouldn't think that should 
be necessary at all.


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Joshua 
D. Shaw 
Sent: Tuesday, September 29, 2020 11:54 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] ArchivesSpace RESTful API 
authentication and access

That's a *very* interesting find! I had naively believed the docs that 
indicated that most of the endpoints required authentication without actually 
trying to bounce off a random endpoint without a token.

The controllers indicate that there should be permissions involved and that 
they should be tied to user roles, but that is obviously not the case. FYI - 
This issue has been around since at least 2.5.0 (I tested against 2.5.0, 2.7.1 
and 2.80 running locally).

For what it's worth, we have additional firewall rules in place (for other 
reasons) that limit access to the backend to only a select few IPs. That 
doesn't address the actual problem but is a workaround if you have the 
resources.

Joshua


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of David P. 
Steelman 
Sent: Tuesday, September 29, 2020 11:36 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] ArchivesSpace RESTful API authentication 
and access

I've been investigating providing access to the ArchivesSpace RESTful API to an 
expanded group of users.

Through testing, it appears that many of the RESTful API endpoints (see below) 
do not require user authentication (i.e., do not require a "session" key), and 
access apparently cannot be controlled through the ArchivesSpace permission 
infrastructure.

While the information provided by most of these endpoints might be considered 
"public", some (such as information from the "agents" endpoints) could contain 
names and contact information that might be considered sensitive.

Is the inability to control access to these endpoints via the ArchivesSpace 
permissions infrastructure intentional? Is there some way to control access to 
these endpoints that I'm missing?

A (non-exhaustive) list of the endpoints that will return information to 
anything that can reach them:

/agents/corporate_entities - List all corporate entity
/agents/corporate_entities/:id - Get a corporate entity by ID
/agents/families - List all family agents
/agents/families/:id - Get a family by ID
/agents/people - List all person agents
/agents/people/:id - Get a person by ID
/agents/software - List all software agents
/agents/software/:id - Get a software agent by ID
/container_profiles - Get a list of Container Profiles
/container_profiles/:id - Get a Container Profile by ID
/config/enumerations - List all defined enumerations
/config/enumerations/:enum_id - Get an Enumeration
/config/enumerations/names/:enum_name - Get an Enumeration by Name
/config/enumeration_values/:enum_val_id - Get an Enumeration Value
/repositories/:repo_id/archival_contexts/people/:id.xml - Get an EAC-CPF 
representation of an Agent
/repositories/:repo_id/archival_contexts/people/:id.:fmt/metadata - Get 
metadata for an EAC-CPF export of a person
/repositories/:repo_id/archival_contexts/corporate_entities/:id.xml - Get an 
EAC-CPF representation of a Corporate Entity
/repositories/:repo_id/archival_contexts/corporate_entities/:id.:fmt/metadata - 
Get metadata for an EAC-CPF export of a corporate entity
/repositories/:repo_id/archival_contexts/families/:id.xml - Get an EAC-CPF 
representation of a Family
/repositories/:repo_id/archival_contexts/families/:id.:fmt/metadata - Get 
metadata for an EAC-CPF export of a family
/repositories/:repo_id/archival_contexts/softwares/:id.xml - Get an EAC-CPF 
representation of a Software agent
/repositories/:repo_id/archival_contexts/softwares/:id.:fmt/metadata - Get 
metadata for an EAC-CPF export of a software
/job_types - List all supported job types
/repositories/:repo_id/jobs/import_types - List all supported import job types
/location_profiles - Get a list of Location Profiles
/location_profiles/:id - Get a Location Profile by ID
/search/location_profile - Search across Location Profile
/locations - Get a list of locations
/locations/:id - Get a Location by ID
/notifications - Get a stream of notifications

Re: [Archivesspace_Users_Group] PDF export issue

[Custer, Mark]

Dear Hitomi Matsuyama,

Which version of ArchivesSpace are you using?

I'm not familiar with those configuratio settings, but I suspect that they 
might just be for the PDF formats of the Reports, not for the PDF format of the 
EAD conversion process.

On newer releases of ArchivesSpace, the default font for the EAD to PDF 
conversion has been updated to use the NotoSerif font family.  See:  
https://github.com/archivesspace/archivesspace/blob/master/stylesheets/fop-config.xml,
 https://github.com/archivesspace/archivesspace/tree/master/stylesheets/fonts, 
and 
https://github.com/archivesspace/archivesspace/blob/5da6428562b65493fc087fe3543c4d292f10ff0e/stylesheets/as-ead-pdf.xsl#L124

Also, I am assuming that you are referring to the EAD to PDF process in the 
ArchivesSpace staff interface, i.e. Export --> Generate PDF.  If that's not 
right, just let me know. If that is right, could you share a sample EAD file 
that could be used for testing with a different font?

All my best,

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Hitomi 
Matsuyama 
Sent: Tuesday, September 29, 2020 4:26 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] PDF export issue


Hello all,



We've had some trouble with PDF export in Japanese.

Descriptive information written with Japanese characters, hiragana, katakana, 
and kanji, are not exported to ArchivesSpace formatted finding-aids at all.



Our IT staff has tried to modify config.rb as follows in order to add some 
Japanese specific font types;



AppConfig[:report_pdf_font_paths] = proc { 
["#{AppConfig[:backend_url]}/reports/static/fonts/ipa/ipag.ttf"] } 
AppConfig[:report_pdf_font_family] = "IPAexゴシック, \"IPA Pゴシック\",

\"ヒラギノ角ゴ ProN W3\", \"Hiragino Kaku Gothic ProN\", メイリオ, Meiryo, \"MS Pゴシック\", 
sans-serif"



However, this doesn’t work out and the description in Japanese is still missing 
in a PDF.

Have any non-alphabet language users ever faced the same problem?

If it’s been already solved, let us know how to get through.



Thank you!



Hitomi Matsuyama, Audiovisual Archivist



Nakanoshima Museum of Art, Osaka

1-1-86-8F Noda, Fukushima-ku

Osaka 553-0005 JAPAN

tel. +81 (0)6 64 69 51 93

email. matsuy...@nak-osaka.jp


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Re: [Archivesspace_Users_Group] Agent/Subject record merging in multi-repository setting

[Custer, Mark]

Betts,

Exactly what Karen and Dan said!

I would caution you not to rely exclusively on the staff interface to do this 
work when working in a multi-repository ASpace installation, though. When we 
did a similar project, we exported all of the data to external spreadsheets to 
make the comparisons.  For just one of many examples, we had agent records for 
“Milhaud, Darius” and “Milhaud, Darius, 1892-1974”.  The first agent was linked 
to 10 archival objects in 1 repositories;  the second agents was linked to 2 
Resources in 1 repository, and 8 Resources in a different repository, as well 
as more archival objects in another repository.  You don’t get a sense of that 
in the staff interface, though, since when you’re working in the staff 
interface you’re always scoped to a single repository at a time.  So, before we 
could merge those two records with confidence, we had to check out the links in 
the different repositories to make sure it was indeed the same person.  In this 
case it was the same person; in other cases it wasn’t.

Also, ASpace is great with preserving linked records whenever you do a merge, 
but be aware that it just deletes the data from the “victim” record during a 
merge (the API language introduces the terms “target” and “victim” for the 
merge process).  This behavior is similar to merging Resource records, for 
instance – all of the Resource data from the ‘victim’ resource is deleted, but 
the liked archival objects are transferred exactly as is from ‘victim’ to 
‘target’.  So, if you have any contact details, bioghist notes, etc., on a 
“victim” agent that you want to preserve, then you’ll need to move those over 
to the “target” yourself either before or after the merge.  We usually didn’t 
have to worry about this since we did our merge project before we started our 
project to add bioghist notes to agents (having a bioghist notes directly on 
each Agent record is a HUGE help, since then you can add context that everyone 
can see in the staff interface!!!), but we did have to re-add some contact info 
details for a few agents after our merge process.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Karen Miller
Sent: Monday, 28 September, 2020 10:52 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Agent/Subject record merging in 
multi-repository setting

Hello Betts et al,

At Northwestern University we have also merged quite a few duplicate Subjects 
and Agents that were used by multiple repositories. The merged records do 
indeed retain all of the links to Resource and Accession records that were 
previously linked to the separate Subject and Agent records. We tested this in 
our sandbox repository before trying it in the production server.

Karen

Karen D. Miller
Monographic Cataloger/Metadata Specialist
Northwestern University Libraries
Northwestern University
1970 Campus Drive
Evanston, IL 60208
www.library.northwestern.edu
k-mill...@northwestern.edu
874.467.3462

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Daniel Michelson
Sent: Monday, September 28, 2020 9:20 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Agent/Subject record merging in 
multi-repository setting

Hi Betty,

Agents and subjects are not specific to repositories, so it shouldn't matter 
whether it is linked to records in multiple repositories.  We have not 
encountered any problems relating to multiple repositories when merging agents 
or subjects.

All the best,

Dan

On Mon, Sep 28, 2020 at 10:10 AM Coup, Betts 
mailto:elizabeth_c...@harvard.edu>> wrote:
Greetings all,

The ArchivesSpace Subject and Agent Taskforce at Harvard Library is working to 
develop best practices for subject and agent record creation, editing, and 
merging, and we're wondering if anyone might have experience with merging agent 
and subject records in a multi-repository setting in ArchivesSpace? We're 
currently exploring potential data clean-up options but are concerned about 
what happens when agent records linked to multiple different repositories' 
resource records are merged (and likewise for subject records and resource 
records). Do all the resource records remain linked to the merged, single agent 
record (or subject record)? How were you able to ensure no links were lost to 
other repositories' resource records?

If other institutions are in a similar multi-repository situation and completed 
merging successfully, would you mind sharing your workflows or processes and 
how you ensured there weren't links lost between agents/subjects and resource 
records?

Many thanks in advance for 

Re: [Archivesspace_Users_Group] Advice about measuring use of specific collections (resources record plus archival objects)

[Custer, Mark]

Natalie,

When we set our system up, I was hoping that we would use Google Tag Manager 
(GTM) to do exactly that, but I don't think that we have configured things for 
that yet (and I've never used Google Tag Manager, so I'm just assuming that it 
would be feasible to do so ).

Given how ASpace structures the URIs in the PUI by default, the resource ID is 
not part of the archival object URIs, but the resource ID is part of the 
metadata that's available for every finding aid component page.  So, what I was 
thinking could help here, is that at every archival object level, you could use 
something like Google Tag Manager to grab the resource ID from the metadata 
that's available at, say, record.resource_uri, which is surfaced as a link in a 
few different places, and could/should be added elsewhere, perhaps in the JSON 
LD of the HTML header, though right now that only includes a "part of" 
statement for the immediate parent, and not a full list of ancestor IDs.

All of which is to say that I think it should be possible to collect such stats 
but it would likely require local configurations to do so since the resource ID 
is not part of every URI, as you mentioned.  A better option, I think, would be 
to have both the resource and archival object IDs in the URI, similar to what 
you see in the staff interface (perhaps this is already possible with the new 
URL slug feature in ASpace?).  The default ASpace PUI, on the other hand, has 
never included the resource IDs in the URL.  I know that idea was suggested 
during the Cherry Hill redesign process in advance of ASpace 2.1 but changing 
the URL structures was not undertaken at that time.

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Natalie 
Adams 
Sent: Wednesday, September 9, 2020 10:19 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Advice about measuring use of specific 
collections (resources record plus archival objects)

Dear all,

We're collecting PUI usage stats using Google Analytics and thinking about what 
data we can extract about the use of specific collections to evidence impact 
and use by external users.

It's possible to look at data for visits to a specific resource level 
description page but, unless we are missing something, hard to collect 
consolidated data for the archival object records which are 
children/descendants of that resource. Ideally we would like to be able to 
produce statistics for the use of a specific collection on the PUI (including 
use of resource and archival object records).

Has anyone else successfully used Google Analytics, or anything else, for this 
purpose? Any advice would be really helpful.

Best wishes,

Natalie

Natalie Adams
Systems Archivist
Cambridge University Library
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Re: [Archivesspace_Users_Group] Non ISO 639-2b languages?

[Custer, Mark]

Kevin,

What you've done for now sounds like the best option within the current 
structure of ArchivesSpace.

Although ArchivesSpace could be updated with other controlled lists, like 
ISO-639-3, I'd be curious if it would be possible -- and, more importantly, 
useful -- to try to adopt the IETF BCP 47 language tag standard instead 
(https://en.wikipedia.org/wiki/IETF_language_tag). IETF BCP 47 is itself an 
amalgamation of different language and script codes (although for stability 
reasons might not always be fully compatible with those), with the added 
ability to specify a lot more detail (as well as to extend the codes for local 
uses as needed) based on its syntax.  I suppose it's a bit like the ability to 
create pre-coordinated subject headings.

This is on my mind right now, as well, especially in regard to EAD and EAC-CPF 
and their relationship to systems like ArchivesSpace.  EAD2002 embedded a lot 
of code lists (like country codes, language codes, etc.) directly in the 
schema.  This is nice for validation purposes, but those ISO standards change 
over time, and EAD2002 was only released once, which means that many of the 
country codes (e.g. the county code for Serbia) and language codes now in those 
ISO standards (and now in ArchivesSpace) are not in EAD2002.  EAD3 went in a 
new direction, adding those code lists to a separate validation step.  Right 
now, EAD3 supports validation processes for a variety of ISO code lists:  ISO 
639-1, 639-2, 639-3, ISO 3166, ISO 15924, and ISO 15511.  So, no problem for 
using ISO 639-3 in EAD3, but you cannot import or export it into ArchivesSpace.

I'd love to see both EAD/C and ArchivesSpace adopt IETF BCP 47 language tags, 
but I suspect that is a lot easier said than done.  Aso, I've no clue if that 
would be a wise choice or not.  Personally, I'm just persuaded by how 
expressive and extensible the IETF language tag best practice has been defined. 
But that type of specificity is usually not needed (or utilized) in archival 
description. And in this particular use case, you just need place to add a new 
language code that already exists in ISO 639-3, which in and of itself does not 
warrant adopting IETF BCP 47 language tags 

Anyhow, I'd love to hear what others think on this topic, are already doing, 
planning, etc.

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kevin W. 
Schlottmann 
Sent: Monday, August 24, 2020 8:00 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Non ISO 639-2b languages?

Dear List,

As we work through a hundred years of legacy description from home, we are 
encountering many interesting things. We recently converted from PDF the Elsie 
Worthington Clews Parsons collection (MARC view: 
https://clio.columbia.edu/catalog/4079199/librarian_view).
  There is a lot of important Hopi-language material in the collection, so we 
were hoping to add Hopi as a controlled language.  However, ISO 639-2b doesn't 
include Hopi or even its parent language group.  The 'hop' code is only in ISO 
639-3: 
https://iso639-3.sil.org/code/hop

For now, we've included the "uncoded languages" value in the controlled 
language dropdown in AS, and added a language note about the Hopi material as 
well.

I'd be curious to hear how anyone else has handled non-ISO 6392b languages in 
ArchivesSpace.

Best,

Kevin

--
Kevin Schlottmann
Head of Archives Processing
Rare Book & Manuscript Library
Butler Library, Room 801
Columbia University
535 W. 114th St., New York, NY  10027
(212) 854-8483
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Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?

[Custer, Mark]

Chris,

I think you were spot on to focus on that '/.ead' part of the message.  I 
*think* that indeed points to the root cause of the issue, but I've no clue how 
to untangle it.  Anyhow, I put in a question for the developer who maintains 
that code (external to ASpace).

You should be able to assign a global variable, just like you had done 
previously, so hopefully the workaround that you've employed will only be 
temporary.  Very glad that Lora got you set up with the workaround, since 2.8 
has a lot of amazing features (we're about to upgrade to 2.7.1, but already 
looking forward to the new features in 2.8 and beyond  )

Thanks for reporting the issue!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Chris 
Mayo 
Sent: Wednesday, August 19, 2020 9:26 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?

Lora, Mark,

Thank you both! Moving the variable did fix the issue, and now I feel a bit 
sheepish for focusing on the './ead' segment of the error report, not the 
'fn:substring' part. I may make more of the refinements Mark suggested later 
on, but it's working for now, which is the important part. Thanks for the help 
tracking that down.

Best,
Chris

On Tue, Aug 18, 2020 at 6:12 PM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:
Chris, Lora:

Okay, so I just did a bit more digging (but not enough yet), and I'd say that 
there must either be a bug in the gem or in the way that it's invoked (I'm 
leaning toward the latter, but I haven't looked at the ASpace code yet).  
Whatever the issue is, it's not what I speculated the first time around.

Chris, like you, I have no problems when running this stylesheet with any 
version of saxon outside of ArchiveSpace, and most everything looks fine with 
how you have things set up.  I say "most everything looks fine" only because 
that $repo variable could select multiple values if you had, say, a  "num" 
element hand-encoded in the primary finding aid title, and if you did, you'd 
get an error when trying to run the substring function anyway, since that 
function will always require a single string and never multiple items in a 
sequence.  I'd probably change that same Xpath expression to look for the call 
number in the archdesc/did/unitid[1] area instead, just to play it safe.  Also 
because I think it's strange that ASpace serializes the unitid to the finding 
aid title, but that might just be me .

The issue here, I think, is that you cannot set a global variable in the XSLT 
stylesheets in ASpace 2.8.  Luckily the default ones don't do that (although 
I'm surprised, since I do that all the time ), but you should definitely have 
the option to do that, as you did before. Actually, it looks like the 
EAC-to-HTML one does declare at least one global variable, but that 
transformation is not used anywhere in ASpace I don't think, so no worries.

But in the meantime, you can get things working again as Lora just mentioned, 
by moving your repo variable inside of the "publicationstmt" template instead.  
That's the important part right now; good find, Lora!

Mark






From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Lora Woodford 
mailto:lora.woodf...@lyrasis.org>>
Sent: Tuesday, August 18, 2020 5:07 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?


And, as soon as I sent this, I found where that repo variable is being set up 
at line 126 of your xsl.  If you move that down into the publicationstmt 
template starting on ln 358 you should be golden.



Lora



From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Lora Woodford 
mailto:lora.woodf...@lyrasis.org>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Tuesday, August 18, 2020 at 4:39 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?



Hi Chris,

I took a quick look at this, and I do think Mark’s instinct is correct.  It 
seems an existing (custom to you folks) function in your xsl isn’t working with 
the recent updates/transition to saxon-rb.

My XSL is pretty rusty these days, but the following lines (ln 364-371) in your 
as-ead-pdf.xsl are the culprits:







Irish Music Archives













The error “The context item for axis step ./ead is absent. Found while 
atomizing the first argument of fn:substring()” points to the fact that the 
transformation no lo

Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?

[Custer, Mark]

Chris, Lora:

Okay, so I just did a bit more digging (but not enough yet), and I'd say that 
there must either be a bug in the gem or in the way that it's invoked (I'm 
leaning toward the latter, but I haven't looked at the ASpace code yet).  
Whatever the issue is, it's not what I speculated the first time around.

Chris, like you, I have no problems when running this stylesheet with any 
version of saxon outside of ArchiveSpace, and most everything looks fine with 
how you have things set up.  I say "most everything looks fine" only because 
that $repo variable could select multiple values if you had, say, a  "num" 
element hand-encoded in the primary finding aid title, and if you did, you'd 
get an error when trying to run the substring function anyway, since that 
function will always require a single string and never multiple items in a 
sequence.  I'd probably change that same Xpath expression to look for the call 
number in the archdesc/did/unitid[1] area instead, just to play it safe.  Also 
because I think it's strange that ASpace serializes the unitid to the finding 
aid title, but that might just be me .

The issue here, I think, is that you cannot set a global variable in the XSLT 
stylesheets in ASpace 2.8.  Luckily the default ones don't do that (although 
I'm surprised, since I do that all the time ), but you should definitely have 
the option to do that, as you did before. Actually, it looks like the 
EAC-to-HTML one does declare at least one global variable, but that 
transformation is not used anywhere in ASpace I don't think, so no worries.

But in the meantime, you can get things working again as Lora just mentioned, 
by moving your repo variable inside of the "publicationstmt" template instead.  
That's the important part right now; good find, Lora!

Mark






From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Lora 
Woodford 
Sent: Tuesday, August 18, 2020 5:07 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?


And, as soon as I sent this, I found where that repo variable is being set up 
at line 126 of your xsl.  If you move that down into the publicationstmt 
template starting on ln 358 you should be golden.



Lora



From:  on behalf of 
Lora Woodford 
Reply-To: Archivesspace Users Group 

Date: Tuesday, August 18, 2020 at 4:39 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?



Hi Chris,

I took a quick look at this, and I do think Mark’s instinct is correct.  It 
seems an existing (custom to you folks) function in your xsl isn’t working with 
the recent updates/transition to saxon-rb.

My XSL is pretty rusty these days, but the following lines (ln 364-371) in your 
as-ead-pdf.xsl are the culprits:







Irish Music Archives













The error “The context item for axis step ./ead is absent. Found while 
atomizing the first argument of fn:substring()” points to the fact that the 
transformation no longer knows how to handle the $repo provided as the first 
argument in that substring function.  For what it’s worth, removing this 
customization from your stylesheet (only this customization) results in being 
able to successfully export/print pdfs over here.

I’ll keep poking, but wanted to give you this partial update sooner rather than 
later.



Lora



From:  on behalf of 
Chris Mayo 
Reply-To: Archivesspace Users Group 

Date: Monday, August 17, 2020 at 3:04 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?



Hi Mark,



Thanks for the suggestion - I hadn't tried yet, but I can successfully run the 
transform outside of Aspace using Oxygen (I don't know how to run XSL from the 
command line). I'm not sure whether that obviates the question about the files, 
but I've attached a sample EAD and the stylesheet (plus a couple of sidecar 
files) here. It sounds like what's going on is that the version of saxon 
bundled into Aspace has gotten stricter, and I'm not sure what to do about 
that. It's fairly important for us to be able to output PDFs directly from the 
application.



Best,

Chris



On Mon, Aug 17, 2020 at 1:49 PM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

Chris,



No clue if it's related or not, but it looks like a gem that's utilized for 
XSLT transformations in ASpace was switched out recently (saxon-xslt -> 
saxon-rb).  I wonder if the new gem (and/or new version of saxon) is more 
strict, and only now throwing an error because of that?



In any event, have you tried running the transformations outside of ASpace?  
Either way, if you can share a sample EAD file that throws the error and a copy 
of the in-house ead-to-pdf stylesheet, I'd be curious to take a look. Not that 
I'm sure I can help, of course :)



Mark

Re: [Archivesspace_Users_Group] Changes to PDF export in 2.8?

[Custer, Mark]

Chris,

No clue if it's related or not, but it looks like a gem that's utilized for 
XSLT transformations in ASpace was switched out recently (saxon-xslt -> 
saxon-rb).  I wonder if the new gem (and/or new version of saxon) is more 
strict, and only now throwing an error because of that?

In any event, have you tried running the transformations outside of ASpace?  
Either way, if you can share a sample EAD file that throws the error and a copy 
of the in-house ead-to-pdf stylesheet, I'd be curious to take a look. Not that 
I'm sure I can help, of course :)

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Chris 
Mayo 
Sent: Monday, August 17, 2020 1:31 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Changes to PDF export in 2.8?

Hi all,

We keep a modified in-house version of the ead-to-pdf stylesheet so that we can 
put out Finding Aids with our own branding and a few other changes. When we 
recently installed 2.8 on our test server, we discovered that the export to PDF 
job was failing with the following error info:

"The context item for axis step ./ead is absent. Found while atomizing the 
first argument of fn:subst"

Our production server is currently running on 2.6, and we had previously 
updated the test server to 2.7 without that upgrade breaking our stylesheet, so 
the issue appears to have been introduced between 2.7 and 2.8. As far as I can 
tell, the base code for the stylesheet didn't change between those versions, 
and while the error message looks like an Xpath problem, the EAD structure 
doesn't appear to have changed either.

Has anyone else encountered problems with modified finding aid stylesheets in 
2.8, or have any thoughts on what could be causing this error?

Chris

Chris Mayo
Digital Production Librarian
Boston College
chris.m...@bc.edu
pronouns: they/them/theirs
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Re: [Archivesspace_Users_Group] Odd permissions problem with resources

[Custer, Mark]

Bridger,

Regarding the first issue, are those two resources "suppressed" by any chance?  
A suppressed record cannot be seen in the staff interface by most users unless 
they also have the ability to view suppressed records.  Since you mentioned 
that you could see it as an admin user, that's my first guess.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Dyson-Smith, Bridger 
Sent: Monday, July 27, 2020 9:30 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Odd permissions problem with resources

Hi all -

We're experiencing a strange issue with at least two of our resources: they are 
available in the staff UI for some admin-level users (me),  but not others. 
They're  unavailable in the public UI for everyone (except very briefly during 
a reindex - once the reindex is finished, they're not longer available in the 
public UI).

Any suggestions for where to start trying to determine a solution? Both 
resources are published.

Thanks in advance for your time. And apologies if you're seeing this twice - I 
had emailed the Google Group last week.

Best,
Bridger
--
University of Tennessee Libraries
Digital Initiatives



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Re: [Archivesspace_Users_Group] version 2.8 release date?

[Custer, Mark]

Wendy,

I'll let others weigh in about 2.8, but I expect it should be released soon.  
That said, if you are planning on using the AT to ASpace migration tool (i.e. 
https://github.com/archivesspace/at-migration), then it looks like you would 
need to start off with ArchivesSpace 2.6.  Once the migration from the AT is 
complete (which has a lot of little gotchas, but in general does all of the 
heavy lifting), then you could go directly from 2.6 to 2.8 (or any newer 
version, without having to upgrade to each release in between).

Starting with ArchivesSpace 2.7, though, there were changes with how languages 
and scripts of materials are recorded in ArchivesSpace, so that post-2.6 
upgrade will also likely require some additional updates to your data depending 
on how everything is recorded in the AT now.  We are about to upgrade to 
version 2.7.1 from 2.4.1, so we haven't gone through that particular process 
yet, but we will be doing it soon.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Wendy 
Scheir 
Sent: Tuesday, July 14, 2020 1:30 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] version 2.8 release date?

Hi,

We are intending to migrate to ASpace from AT in the very near future. We're 
aware of v2.8-RC, but Is there an anticipated release date for v.2.8?

Many thanks,
Wendy



WENDY SCHEIR
DIRECTOR

[https://docs.google.com/uc?export=download=16Nic6T4ZK1k1BhLOUToez7KP5Tzv8f9o=0B4enrSUaFYtfdnV0R3E3bEkvek9LUVdsbkRIVUNJaXh1MU9VPQ]

66 5TH AVENUE, NEW YORK, NY 10011
sche...@newschool.edu

T 212.229.5942 x2888

Explore the 
Archives
 | Digital Collections from the 
Archives
 | New School 
Histories
 | 
@tnsarchives
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Re: [Archivesspace_Users_Group] Importing container list

[Custer, Mark]

Lisa,

The snippet you provided below looks fine.  Can you attach an example EAD file?

Given the error about the "indicator" missing, though, it's possible that the 
file has an empty container tag in the EAD (e.g. ).  If so, that would likely cause an error since every 
top container requires a container indicator (e.g. "1", from your EAD snippet).

It also seems like the error is saying that the container element in question 
has a "class" attribute, which it shouldn't (although that should just be 
ignored by the importer), but it's impossible to say without seeing the full 
EAD file.

Unfortunately the import error message won't give you a line number in the EAD 
file, but if you have specific ID attributes in your file, that can really help 
to hunt down the errors.  For instance, if you added something like 
id='amitheproblem_1' to the first container element, id='amitheproblem_2' to 
the next, etc, then when the ArchivesSpace importer hits the first error, it 
should return that ID value after the "In:" part of the message.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Lisa 
Crane 
Sent: Monday, July 6, 2020 8:19 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Importing container list


Hello all!



I am importing a container list using a brief EAD and I keep getting the 
following message:



!!

IMPORT ERROR

!!

The following errors were found:

  indicator : Property is required but was missing

For JSONModel(:top_container):

 #"top_container", 
"active_restrictions"=>[], "container_locations"=>[], "series"=>[], 
"collection"=>[], 
"uri"=>"/repositories/import/top_containers/import_4ba44ff1-d7a5-4818-aa78-25d4150a6ca9",
 "type"=>"box"}>



In :

 container class=cdata label=Box 
type=box ... /container

!!



Here is what one of my containers looks like:

America  1956-1981  11 
  



I can’t tell what “property” I am missing?  I have imported a lot of container 
lists using this method and have had no issues.  Did something change that now 
requires me to add an additional “property”?  Please advise.



All the best,



Lisa



Lisa L. Crane | Western Americana Manuscripts Librarian | The Claremont 
Colleges Library

800 North Dartmouth Ave. | Claremont, CA 91711-5053

Phone (909) 607-0862  | 
lisa.cr...@claremont.edu



Pronouns: she/her/hers


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Re: [Archivesspace_Users_Group] MARCXML Import Error

[Custer, Mark]

Eddie,

ArchivesSpace requires a few different data elements to be present before a new 
Resource record can be saved.  Based on this error, it looks like the MARC 
record does not have any date information where the ArchiveSpace MARCXML 
importer would expect dates to be present (i.e. dates : At least 1 item(s) is 
required).  And yet, dates are not required in a MARC bibliographic record, 
which is why the file can still be completely valid but not import.

If you have dates in any of the likely places, like the 008 control field, or 
even if there are no dates worth mentioning but you add something like 
"undated" to a 245 field, subfield f, then I *think* your file will likely 
import fine.  But if not, can you attach the file so that someone can take a 
look?

I hope that helps,

Mark





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Eddie 
Clem 
Sent: Wednesday, May 20, 2020 4:18 PM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] MARCXML Import Error


Hi! I am trying to import a MARCXML file (for Resource) into ArchivesSpace. I 
am getting the following error. I’ve searched the Help Center and Google, and I 
can’t figure out what it means. I’ve also validated the XML file with Oxygen, 
and it says “validation successful.” Can anyone help me decipher what this 
error means and how I can fix my file so that I can import them?



Thanks!
Eddie



!!

IMPORT ERROR

!!





The following errors were found:

  dates : At least 1 item(s) is required





For JSONModel(:resource):

 #"resource", "external_ids"=>[], 
"subjects"=>[{"ref"=>"/subjects/import_6fa10e99-e450-4716-8d2b-71e29a999aff"}, 
{"ref"=>"/subjects/import_d0cc91c6-9e30-48f5-a35f-3c9baf4f85d4"}, 
{"ref"=>"/subjects/import_0a5f133d-1760-45d2-be64-271410195fbe"}, 
{"ref"=>"/subjects/import_c8529087-60a9-4c2a-a182-d1ae2b0f87d3"}, 
{"ref"=>"/subjects/import_de69be06-90fd-4a10-b9c8-2ab9168511d4"}], 
"linked_events"=>[], "extents"=>[{"jsonmodel_type"=>"extent", "uri"=>nil, 
"number"=>"96", "extent_type"=>"pages ;", "container_summary"=>"96 pages ; 20 
cm", "portion"=>"whole"}], "dates"=>[], "external_documents"=>[], 
"rights_statements"=>[], "linked_agents"=>[{"role"=>"creator", "terms"=>[], 
"ref"=>"/agents/people/import_adeb7943-39cb-4d6b-ab28-d73897843cb6"}], 
"restrictions"=>false, "revision_statements"=>[], "instances"=>[], 
"deaccessions"=>[], "related_accessions"=>[], "classifications"=>[], 
"notes"=>[{"jsonmodel_type"=>"note_multipart", 
"subnotes"=>[{"jsonmodel_type"=>"note_text", "content"=>"On cover: A guide to 
Bible reading for the average man."}], "uri"=>nil, "label"=>"General Note", 
"type"=>"odd"}], 
"uri"=>"/repositories/import/resources/import_d9b1ad80-0a30-46d1-9ded-715442ce5096",
 "level"=>"item", "language"=>"eng", "finding_aid_description_rules"=>"rda", 
"title"=>"An Old Testament primer / : / by Walter Evans Cooke; introduction by 
Burton J. Hendrick.", "id_0"=>"imported-c0ee1ab4-6789-4f90-8997-8dcbdf30c88e"}>

!!



Eddie Clem, MLS

Technical Services Librarian

E.S. Farley Library | Wilkes University

Acquisitions, Cataloging, & Systems

[https://cdn2.hubspot.net/hubfs/53/tools/email-signature-generator/icons/phone-icon-2x.png]

570-408-4258

[https://cdn2.hubspot.net/hubfs/53/tools/email-signature-generator/icons/email-icon-2x.png]

carl.c...@wilkes.edu

[https://cdn2.hubspot.net/hubfs/53/tools/email-signature-generator/icons/link-icon-2x.png]

www.wilkes.edu/library

[https://cdn2.hubspot.net/hubfs/53/tools/email-signature-generator/icons/address-icon-2x.png]

84 W. South St., Wilkes-Barre, PA 18766




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Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Custer, Mark]

Kevin,

Not counting our 3 collection guides with Mrs. in the title (e.g. Mrs. W. K. 
Clifford papers), it looks like we have just over 11k levels of description to 
consider.  See 
https://archives.yale.edu/search?q[]=mrs[]=[]=title_year[]=_year[]=_fields[]=primary_type_values[]=archival_object.
 (but many of those wouldn't need to be updated in the same way as the 
"Chesterton, G. K., Mrs." example)

Definitely the next phase of the project, after we focus on the Agent records 
(that report is less than 500 names).  Wish us luck!!!

Regarding updates to the collection guides, I'm curious if you or anyone else 
have local instructions for that when changing existing containers lists...  
and would you also contend with changing things on physical housings at the 
same time, etc.???

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kevin W. 
Schlottmann 
Sent: Tuesday, May 19, 2020 4:40 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our 
ArchivesSpace database

Hi Mark,

Indeed; to your point of having the data available, we publish our HTML finding 
aids from EAD, so we have a cache of all EADs that is updated nightly with any 
deltas.  So it's an easy and up-to-date data source for me to turn to.

We turned up over 6,000 unittitles with the string 'Mrs', although some of them 
will need no remediation (e.g., Mrs Doubtfire -- a unittitle from a movie 
reviewer's collection.)

Kevin

On Tue, May 19, 2020 at 4:08 PM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

Kevin,



I love that approach!  Much cleaner to write those queries against the EAD/EAC 
exports than having to do all of the table joins directly on the database.  Of 
course, it does require having all of that data exported from ArchivesSpace, 
but that’s already a good goal to have to share your description with services 
like ArchiveGrid, etc. 



To partially answer your question Lara, the database query that I shared 
previously will export bioghist notes that are attached to agent records, but 
it keeps those notes in the format of the ArchivesSpace JSON records.  Good to 
have in the reports to eyeball, at least, but not something that you’d want to 
edit directly.  Here’s an example, which gets stuffed into a single cell in our 
report:



{
"jsonmodel_type": "note_bioghist",
"subnotes": [
{
"jsonmodel_type": "note_text",
"content": "English stage actor.",
"publish": true,
"subnote_guid": "7e7523151fa57827315ceb1772346741"
}
],
"persistent_id": "497d3dd4284731aa1331eac06928d10a"
}



Of course, you could further process that output, or grab the contents of the 
note directly with an API query, etc.   But as Blake mentioned, I don’t think 
that any of the built-in reports include those notes right now since it does 
require extra processing to make the notes human readable.   But ASpace already 
includes a lot of code to do just that…  I just don’t know if any of the 
current reports tap into that.  The previous reporting system in ArchivesSpace, 
which used Jasper Reports, had an option to easily get those notes out and add 
them to the reports (e.g. that big blog above would become “English stage 
actor”), but even that wouldn’t take any EAD tags that might be present and 
convert those to something else.



Kevin, your sample reports also include searching across unit titles in a 
finding aid, which is another great use case.  I’m afraid to see how many we 
have of those, but we should definitely look.  I know we’ve got quite a few, 
like https://archives.yale.edu/repositories/11/archival_objects/526696, which 
I’ve been meaning to update for quite some time.  In that case, though, my 
thought was just to add a new agent heading for 
http://id.loc.gov/authorities/names/no93005770<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Fid.loc.gov%2Fauthorities%2Fnames%2Fno93005770=02%7C01%7Cmark.custer%40yale.edu%7Cbe371baf31504ba7cf5908d7fc34e908%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637255176494600310=%2Bk%2FBldhS4tZF%2FZlLfuVRZ%2BJzOmcLYAd1TSoj8FLGB9s%3D=0>,
 which I hope would make it clear what’s going on / not also require updating 
folder labels and the like…  that said, I’d be curious if folks are doing that, 
too.



Mark







From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>]
 On Behalf Of Kevin W. Schlottmann
Sent: Tuesday, 19 May, 2020 3:10 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subjec

Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Custer, Mark]

15873090=5cbEfvvSr5g5cA5xG5uyzUNrwCl82GnhynhZAbDzv%2FI%3D=0>
k-mill...@northwestern.edu<mailto:k-mill...@northwestern.edu>
874.467.3462

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Lara Friedman-Shedlov
Sent: Monday, May 18, 2020 4:07 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Mrs. Husband's Name / updates in our 
ArchivesSpace database

Thanks for sharing this Mark.  At the University of Minnesota, we are in the 
early stages of doing some agent record clean-up as well, so this information 
is very useful.

For one project we were looking at doing with our agents, we wanted to create a 
report of all of our agent records that would also include the biographical 
/historical notes from any linked resource records (or at least the URLs to any 
associated resource records, so we could easily find the relevant bio/hist 
notes).  Our instance of ArchivesSpace is hosted by Lyrasis so we contacted 
them to ask about it and were told this is "not possible."  I found that 
surprising and wonder if anyone else has done something like this and if so, 
how.

/ Lara Friedman-Shedlov



On Mon, May 18, 2020 at 4:00 PM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:
All,

Is anyone else working on Agent-related cleanup projects in ArchivesSpace right 
now?  We’ve got a couple of those going on at Yale, and I wanted to mention one 
of them on this listserv since I said that I would last night on Twitter .  My 
reasoning was that it would be better to share widely, even early on, in the 
likely event that others were working on similar projects, and in hopes that it 
might save time for anyone else looking to get started with such a project.

Anyhow, just for the sake of sharing, here’s a really hacky SQL database query 
that you can use in ArchivesSpace to get a list of agents that have any name 
forms that include “Mrs.” or “Miss”:  
https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgist.github.com%2Ffordmadox%2Fd78656fceb04b62000b662a3f2464488=02%7C01%7Cmark.custer%40yale.edu%7C6120af647a434381cb2008d7fc28576e%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637255122515873090=1i7cXoqm17lxdeoxNXI47PI2CMPMRiFjM%2B%2FoyUiTrLQ%3D=0>

A few caveats:

  *   I do *not* know SQL very well, so I know that this could be improved 
dramatically, but it gets data out of ArchivesSpace.
  *   The query casts a rather wide net, since it looks for Mrs. or Miss in any 
of the name forms, but it could be altered to just look for those two terms in 
the “sort_name” only if desired.
  *   The result of the query has at least one Yale-specific field in there, 
since we store our local ILS bibliographic IDs in ASpace’s “user defined string 
2” field.  You can ignore that, or add something else, etc., but the gist is 
that this query should work in any ASpace instance.  It should return one row 
per agent, with multiple name forms, and a bit more information like which 
Resources, Archival Objects, and/or Accessions the agent is linked to.
  *   And last, it just searches for variations of “Mrs.” and “Miss”, which 
works for our dataset, but you could modify the HAVING clause at the end of the 
query to search for other honorific terms, if needed.

Most importantly, though, getting a dataset to review and act on is just the 
first step.  The hard work comes next!  Jessica Tai, Alison Clemens, and Karen 
Spicher are spearheading this project at Yale. If anyone has specific questions 
about the project, I’d encourage you to reach out directly to them.

For now, though, here’s one interesting example from the project:   we’ve got 
an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,  
https://archives.yale.edu/agents/people/77599.  Originally this would just have 
been text in the finding aid, later a link in a catalog record, and now it’s 
full-blown, standalone record for a person in ArchivesSpace.  But nowhere in 
that agent record is her given name, Elizabeth, although her name is thankfully 
listed multiple times in the finding aid (check out the finding aid author! ), 
in the Wikipedia entry for John Green Brady, and elsewhere.  So, that agent 
record will eventually be one of a few hundred local records that we update in 
ArchivesSpace during the course of this project.  And, one of the things that I 
like about ArchivesSpace --which helps to make sure that this project is 
possible without too many workarounds--  is that even if an agent record has a 
corresponding authority record in, say, the Library of Congress name authority 
file (e.g. 
http://id.loc.gov/authorities/names/n2008076910<https://nam05.safelinks.protection.outlook.com/?url=http

[Archivesspace_Users_Group] Mrs. Husband's Name / updates in our ArchivesSpace database

[Custer, Mark]

All,

Is anyone else working on Agent-related cleanup projects in ArchivesSpace right 
now?  We’ve got a couple of those going on at Yale, and I wanted to mention one 
of them on this listserv since I said that I would last night on Twitter .  My 
reasoning was that it would be better to share widely, even early on, in the 
likely event that others were working on similar projects, and in hopes that it 
might save time for anyone else looking to get started with such a project.

Anyhow, just for the sake of sharing, here’s a really hacky SQL database query 
that you can use in ArchivesSpace to get a list of agents that have any name 
forms that include “Mrs.” or “Miss”:  
https://gist.github.com/fordmadox/d78656fceb04b62000b662a3f2464488

A few caveats:

  *   I do *not* know SQL very well, so I know that this could be improved 
dramatically, but it gets data out of ArchivesSpace.
  *   The query casts a rather wide net, since it looks for Mrs. or Miss in any 
of the name forms, but it could be altered to just look for those two terms in 
the “sort_name” only if desired.
  *   The result of the query has at least one Yale-specific field in there, 
since we store our local ILS bibliographic IDs in ASpace’s “user defined string 
2” field.  You can ignore that, or add something else, etc., but the gist is 
that this query should work in any ASpace instance.  It should return one row 
per agent, with multiple name forms, and a bit more information like which 
Resources, Archival Objects, and/or Accessions the agent is linked to.
  *   And last, it just searches for variations of “Mrs.” and “Miss”, which 
works for our dataset, but you could modify the HAVING clause at the end of the 
query to search for other honorific terms, if needed.

Most importantly, though, getting a dataset to review and act on is just the 
first step.  The hard work comes next!  Jessica Tai, Alison Clemens, and Karen 
Spicher are spearheading this project at Yale. If anyone has specific questions 
about the project, I’d encourage you to reach out directly to them.

For now, though, here’s one interesting example from the project:   we’ve got 
an agent record now in ArchivesSpace for “Brady, John G., Mrs.”,  
https://archives.yale.edu/agents/people/77599.  Originally this would just have 
been text in the finding aid, later a link in a catalog record, and now it’s 
full-blown, standalone record for a person in ArchivesSpace.  But nowhere in 
that agent record is her given name, Elizabeth, although her name is thankfully 
listed multiple times in the finding aid (check out the finding aid author! ), 
in the Wikipedia entry for John Green Brady, and elsewhere.  So, that agent 
record will eventually be one of a few hundred local records that we update in 
ArchivesSpace during the course of this project.  And, one of the things that I 
like about ArchivesSpace --which helps to make sure that this project is 
possible without too many workarounds--  is that even if an agent record has a 
corresponding authority record in, say, the Library of Congress name authority 
file (e.g. http://id.loc.gov/authorities/names/n2008076910), you can still 
choose to use a different name variant for that agent’s display name, rather 
than an authorized heading.

Anyhow, I hope all is doing well!

Mark


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Re: [Archivesspace_Users_Group] Importing EAD components with multiple sibling top containers

[Custer, Mark]

Hi, John!

Short answer: yes.  But you have to use @id attributes on the containers, 
otherwise I think that the ASpace importer will assume that the containers are 
nested (details are defined here for the importer logic, 
https://github.com/archivesspace/archivesspace/blob/master/backend/app/converters/ead_converter.rb).

Also, if you use @parent attributes that link to the @id values, then you can 
create multiple container groups (e.g. Box 1, Folders 1-5; Box 2, Folders 1-8; 
etc.).  However, even though you can use container/@parent in EAD to reference 
a parent container anywhere else in the EAD file, with the ASpace importer, you 
can only do that within the same component (so, you need to explicitly repeat 
data in the EAD).

So in your example, this should do the trick, if I recall correctly:





 1
2

1862 -- 1875 
Sept.






 And, if you needed something with subcontainers, that would look like this:





 1
2

1

2

1862 -- 1875 
Sept.





I've got a number of different updates I run on EAD files prior to ingesting 
them to ASpace, and here's an example of one that can be used to add those id 
and parent attributes for some use cases:   
https://github.com/YaleArchivesSpace/xslt-files/blob/master/EAD_add_IDs_to_containers.xsl

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Rees, 
John (NIH/NLM) [E] 
Sent: Wednesday, May 13, 2020 11:30 AM
To: archivesspace_users_group@lyralists.lyrasis.org 

Subject: [Archivesspace_Users_Group] Importing EAD components with multiple 
sibling top containers


Is it possible to import an EAD component that is comprised of multiple 
parent-level top containers and have ASpace create two sibling top container 
instances? Currently it seems ASpace will create a single instance with one top 
container for the  positioned first, then create 
children/grandchildren for each subsequently positioned  in that 
single instance.



Is there a container attribute/semantics I could add to define this parallel 
logical relationship that would force ASpace to create two instances each with 
a top container? Or does the EAD importer as a general use tool assume most 
content is of a type parent/child?



Example:




 1
2

1862 -- 1875 
Sept.







To get:

[cid:image002.jpg@01D62919.F3141870]



Thanks,

John



John P. Rees

Archivist and Digital Resources Manager

History of Medicine Division

National Library of Medicine

301-827-4510

Teleworking M-F 8:00AM – 4:30PM until 5/31/2020




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Re: [Archivesspace_Users_Group] Request for Assistance with Troubleshooting EAC-CPF Exports for Agent Persons

[Custer, Mark]

Christine, that's great to hear!  It will be really nice to start using those 
options.

James, as for how to fix the issue presently, I just checked and you can indeed 
override the current exporter in a plugin. The main issue for why you're not 
seeing a bioghist note in your exports is due to this part of the the core 
code:  
https://github.com/archivesspace/archivesspace/blob/master/backend/app/exporters/serializers/eac.rb#L113-L158

The issue is that the default sub note that ASpace uses when you create a 
bioghist note is a sub note with a type of "note_text".  But that "note_text" 
type is not one of the sub note options in the exporter, and there's no else 
clause in the above case statement.  So, you could either add an option for 
"note_text" to export that data to paragraph tags, or you could add a catch all 
that would pick up those note_text sub notes.   That said, there would be other 
things ArchivesSpace would need to do to ensure valid EAC bioghist notes, since 
right now EAC specifies that an abstract element would have to be the first 
child element of a biogHist note if it's available.  But, the ASpace exporter 
is just going to put those notes in the order the they're entered.

I hope that helps,

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Christine Di Bella 
Sent: Friday, April 24, 2020 9:12 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons


Hi all,



Updating the EAC-CPF exporter very substantially is part of the work that’s 
currently happening for the expansion to the agents module. In fact, the test 
branch Mark points to 
(http://aspace-anw-429.lyrtech.org/)<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Faspace-anw-429.lyrtech.org%2F)=02%7C01%7Cmark.custer%40yale.edu%7Cb66edc0a3f884a21330308d7e85129ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637233307602160562=X3nCpGCtB0uZ9tj83gsKMW%2FDL15mBmw497Fs1ozeRwc%3D=0>
 already has some of the changes to the import side (not complete yet, 
however), and the export side is next. If anyone’s interested in looking or 
commenting on the map we’re working off of, it’s available at 
https://drive.google.com/file/d/1F0RCwl9ZXRoUnT2C6ICuVW42hogzL7RX/view?usp=sharing<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdrive.google.com%2Ffile%2Fd%2F1F0RCwl9ZXRoUnT2C6ICuVW42hogzL7RX%2Fview%3Fusp%3Dsharing=02%7C01%7Cmark.custer%40yale.edu%7Cb66edc0a3f884a21330308d7e85129ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637233307602170571=DThDJQ1ZJkVvA3Lqs53J1V1L4nsDs33CcrqesFqEOdU%3D=0>.
 All comments and testing for this work in progress very much welcome!



Christine



Christine Di Bella

ArchivesSpace Program Manager

christine.dibe...@lyrasis.org<mailto:christine.dibe...@lyrasis.org>

800.999.8558 x2905

678-235-2905

cdibella13 (Skype)



[ASpaceOrgHomeMedium]







From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Friday, April 24, 2020 9:05 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons



James,



I haven't had a chance to look into this, but my hunch is that the issue would 
reside in ArchivesSpace's EAC exporter, not your database. The EAC importer and 
exporter in ArchivesSpace aren't really finished; you can never (for instance) 
export a valid EAC record, regardless of the data!



I'll try to look into it later today or next week, but I suspect that if you 
want to export any EAC records from ASpace, then you'll need to use a plugin 
for that for now.  I'm not sure if the issue of EAC imports/exports is part of 
the updates to agent records (see 
http://aspace-anw-429.lyrtech.org/<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Faspace-anw-429.lyrtech.org%2F=02%7C01%7Cmark.custer%40yale.edu%7Cb66edc0a3f884a21330308d7e85129ef%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637233307602180557=wKbjw1N9vi4FglDfCTIps6AdsdsdIrxH507lTcrOv%2Bk%3D=0>),
 but I quickly tested imports into that test application a while back and I 
didn't note any differences from the original EAC importer, so I suspect not.



Mark







From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of James R Griffin III 
mailto:j...@princeton.edu>>
Sent: Friday, April 24, 2020 8:45 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons



Dear Joshua,



Thank you very much for

Re: [Archivesspace_Users_Group] Request for Assistance with Troubleshooting EAC-CPF Exports for Agent Persons

[Custer, Mark]

James,

I haven't had a chance to look into this, but my hunch is that the issue would 
reside in ArchivesSpace's EAC exporter, not your database. The EAC importer and 
exporter in ArchivesSpace aren't really finished; you can never (for instance) 
export a valid EAC record, regardless of the data!

I'll try to look into it later today or next week, but I suspect that if you 
want to export any EAC records from ASpace, then you'll need to use a plugin 
for that for now.  I'm not sure if the issue of EAC imports/exports is part of 
the updates to agent records (see http://aspace-anw-429.lyrtech.org/), but I 
quickly tested imports into that test application a while back and I didn't 
note any differences from the original EAC importer, so I suspect not.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of James R 
Griffin III 
Sent: Friday, April 24, 2020 8:45 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons

Dear Joshua,

Thank you very much for this, but unfortunately, the bioghist note (and its 
single subnote) are both marked as explicitly published, and I am still not 
finding the export in the EAC Document.

I will proceed by seeing if maybe there are duplicate or problematic entries in 
the RDBMS backend.

Best regards,
James

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Joshua 
D. Shaw 
Sent: Thursday, April 23, 2020 12:27 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons

Hey James-

Are the bioghist note(s) published - including any subnotes? Only bioghist 
notes and their subnotes will get added to the EAC if published.

Joshua


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of James R 
Griffin III 
Sent: Thursday, April 23, 2020 12:13 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Request for Assistance with 
Troubleshooting EAC-CPF Exports for Agent Persons

Hello Everyone,

Apologies in advance for any trouble, but I am currently experiencing 
difficulty attempting to export an EAC-CPF record. Currently there are "Notes" 
which exist within the database record for the Agent Person (I have verified 
that these exist in the `note` table within the relational database), but these 
are not being exported into a EAC-CPF document.

I believe that the area of the code base where this is found is in: 
https://github.com/archivesspace/archivesspace/blob/master/backend/app/exporters/serializers/eac.rb#L109

Please let me know if I can provide any further information. Thank you very 
much for your attention.


Sincerely,

James
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Re: [Archivesspace_Users_Group] how to find if a certain page was accessed in the PUI

[Custer, Mark]

Henry,

The server logs will give you one perspective, but another perspective that you 
can possibly get from a page-tagging approach like Google Analytics would be 
all of the other stuff that you an configure (e.g. the ability to add tags with 
Google Tag Manager), which I only bring up since it sounds like you also have 
Google Analytics installed on your site.

When looking at site traffic of an archival discovery system, I would want to 
report on the overall use of an entire finding aid, and with the ASpace PUI 
that would include aggregating all of the visits to the "resource", 
"archival_object", and "top_container" URLs for the same finding aid.  e.g.

http://test.archivesspace.org/resources/historic_ships_records
http://test.archivesspace.org/archival_objects/water_witch_ship_1
http://test.archivesspace.org/repositories/2/top_containers/373

All three of those URLs represent different views of 
http://test.archivesspace.org/repositories/2/resources/34, but those three URLs 
above don't tell you that by themselves, which makes setting things up 
especially important.  That's one place where Google Tag Manger could come in 
handy, I think, since you could add a custom dimensions for collection ID, 
finding aid author, etc.  I say "I think" since I haven't used Google Analytics 
as a site manager in a long time, but I would love to have that type of data.

Blake, regarding Matamo, I've often thought that it might be really beneficial 
if an organization provided "Analytics as a Service" alongside site hosting 
(e.g. using the Matomo On-premise option with ASpace) ??.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Blake 
Carver 
Sent: Wednesday, March 25, 2020 9:10 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] how to find if a certain page was 
accessed in the PUI

You (or your friendly neighborhood sysadmin) can change up the Apache logs to 
add/remove quite a few things.  There's all sorts of good stuff you can get in 
there:
http://httpd.apache.org/docs/current/mod/mod_log_config.html

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Steele, 
Henry 
Sent: Wednesday, March 25, 2020 9:06 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] how to find if a certain page was 
accessed in the PUI


Thank you, Blake.  This is all really helpful.  I will see if I can use some of 
these strategies to look through our logs.



It may not be there.  Our pui log level is “fatal” and I’m not sure the Apache 
(/var/log/httpd) contain this kind of information.  But it’s certainly good to 
know how to look



Henry Steele

Systems Librarian

Tufts University Library Technology Services

(617)627-5239



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Blake 
Carver
Sent: Wednesday, March 25, 2020 9:01 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] how to find if a certain page was 
accessed in the PUI



I know quite a few people use Google Analytics, which is not something I find 
useful at all, but it's used quite often. Check matamo for an open source 
analytics product. There are many others. I know matamo gives you the ability 
to customize things, and I bet it could be quite useful, though I've not 
touched it in many years.



I think your best bet is to get to know your Apache logs. You should be able to 
get something useful out of there, but you'll need to learn what your logging 
there, and maybe change it  up.  Read up on Apache's "LogFormat" , it's pretty 
flexible and you can customize that on your server. You can also customize 
where log files end up for which domain name, so that might help as well.  If 
you're running the PUI and STAFF sides on different URLs, or prefixes, that 
will help set them apart for logging. This is all one of those "It Depends" 
kinds of things.  Using grep/awk/sed etc... will let you pull out different 
things from the logs. Try tailing the log as you look at different things on 
the site and see how those get logged, then work up some simple greps to pull 
out just what you need every day.  This is a simple one I use to see the 
busiest sites on a server:



cat /var/log/apache2/other_vhosts_access.log.1 |  awk {'print $1'} | sort |uniq 
-c |sort -nr | head -20

(If you're looking at that and thinking "You don't need cat in there, dummy" I 
know I know, old habits die hard)



You could do the same kind of grep work on the archivesspace.out log file and 

Re: [Archivesspace_Users_Group] put Google Analytics code snippet in ASpace

[Custer, Mark]

Henry, all:

We did exactly what Joshua mentioned... added the snippet as provided by Google 
Tag Manager to the layout_head.html.erb file, and that's it.

Just out of curiosity, is anyone using alternatives to Google Analytics, such 
as https://matomo.org, with their ASpace PUI?

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Joshua 
D. Shaw 
Sent: Friday, March 20, 2020 9:35 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] put Google Analytics code snippet in 
ASpace

Hi Henry-

Its probably easiest to just insert the js in the erb file, since the erbs 
accept raw code (no need to escape) and the google snippet is unchanging. I'd 
just pop the snippet that Google provides right in there and you should be good 
to go!

Joshua



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Steele, 
Henry 
Sent: Friday, March 20, 2020 9:09 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] put Google Analytics code snippet in ASpace


Have any of you successfully entered your Google Analytics code snippet JS in 
ASpace.  It goes in the layout head html erb, but I’m not sure how to include 
this since the existin code there just includes a Ruby tab with only the link 
as an attribute value.  Can I just put raw JS in here, inside a script tag?   
Also, the GA code snippet has a link tag, but with the “async” attribute and I 
wasn’t sure how to include this.



Thanks



Henry Steele

Systems Librarian

Tufts University Library Technology Services

(617)627-5239


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Re: [Archivesspace_Users_Group] Better notifying users of digital content presence

[Custer, Mark]

Jordon,


  1.  As far as I know, you would have to do that in a plugin right now. Here's 
an example, since it's not obvious where one would do that:  
https://github.com/YaleArchivesSpace/yale_pui_customizations/commit/18b7be17825cc84916d2b0ad6cd4cfe776545462#diff-7ff34653933e2e6d670c7b053db80db6
  So, you just put a list of the notes you want to display above the accordions 
in the "non_folder" variable, and include the ones that appear in the 
accordions" in the "folder" variable.   All that said, I'd personally like to 
see the PUI try something else other than using accordions by default to hide 
notes.



  1.  I also think that Digital Objects in general should be overhauled in 
ArchivesSpace (both on the staff and public side)  I'd actually prefer 
something like the "File URI" subrecords be something that you could associate 
with archival object, resource, an accession records, rather than have digital 
object records at all (we don't isolate description in ASpace for anything else 
based on format).  That said, some folks have used a plugin to add a bit of 
javascript that opens all of the accordions by default so that the contents are 
immediately visible (and findable with a browser search).  That might be 
another way rather than just re-ordering what notes display above the 
accordions.  And then Harvard did even more helpful customizations to highlight 
digital objects by making them their own tab on the collection-level pages.  
E.g. 
https://hollisarchives.lib.harvard.edu/repositories/24/resources/1248/digital_only
  I definitely think that feature (or something like it) needs to be part of 
the core public interface!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Jordon Steele
Sent: Friday, 28 February, 2020 10:53 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Better notifying users of digital content 
presence

Hello,

When our collections have digital content associated with them, our practice is 
to add an "Existence and Location of Copies" note to the collection level 
indicating the presence of digital content like digitized copies of the 
originals. (We do other stuff at lower levels, too.) However, by default, this 
note only appears if you click the "Expand All" button. This means that users 
and staff often request boxes-especially small collections-without noticing 
that all or part of the collection is scanned.

We're considering changing the order of the notes so that this note features 
more prominently, above the "Expand All" fold. I have two questions.


  1.  Is this something that is configurable in the standard staff-side 
interface of ASpace, or would the PUI plug-in need to be edited? (I think the 
answer is the latter, but just confirming I am not missing something.)
  2.  Bumping the note above the "Expand All" fold is just the first idea that 
came to mind. Do you have other ways you signal to users on the 
collection-level page the presence of digital content? If so, I'm all ears.

Thank you in advance, and sorry if this has been discussed before!

Best,

Jordon

Jordon Steele
Hodson Curator of the University Archives
Sheridan Libraries
Johns Hopkins University
3400 N Charles St
Baltimore, MD 21218
410-516-5493
jste...@jhu.edu
he/him/his

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Re: [Archivesspace_Users_Group] Error Editing an Accession Record Created Using the Accession CSV Import Template

[Custer, Mark]

Hi all,

Sorry for the extra message.  I need to not use Outlook online.  I didn't mean 
to send that message to the whole list.  Sorry about that 

Mark



From: Custer, Mark 
Sent: Wednesday, February 26, 2020 9:22 AM
To: Carbone, Maura ; Archivesspace Users Group 

Subject: Re: [Archivesspace_Users_Group] Error Editing an Accession Record 
Created Using the Accession CSV Import Template

Maura,

No problems at all sharing any and all Resource and Archival Object JSON 
records.  The only things that would have confidential info at the Beinecke are 
Accession JSON records.

It looks like the 3 files in "ycal_mss_42" are identical, though (all for the 
Resource record, though the filenames look like two different archival objects 
should be included). I'm not sure how the data is going to be extracted by 
Gobi, but if it follows the model used by the Digitization Work Order, then 
there could be lots of API calls, since each ancestor (the last being the 
Resource record) will need to be called, e.g.:


"ancestors": [{"ref": "/repositories/11/archival_objects/752429", "level": 
"subseries"}, {"ref": "/repositories/11/archival_objects/752356", "level": 
"subseries"}, {"ref": "/repositories/11/archival_objects/752355", "level": 
"series"}, {"ref": "/repositories/11/resources/1839", "level": "collection"}]

Speaking of that plugin, it might actually make sense for Gobi to hit those API 
endpoints.  Of course those endpoints aren't included in ArchivesSpace core, 
though, so they might not want to do that since it would not be a universal 
approach (and I suspect that would be their aim now that I think about it), but 
even if they didn't use them directly, the plugin approach would be a lot more 
performant than just using the API, I suspect, since the plugin approach can 
also run SQL queries as needed to speed things up when data needs to be 
aggregated.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Carbone, 
Maura 
Sent: Thursday, February 20, 2020 9:31 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Error Editing an Accession Record 
Created Using the Accession CSV Import Template


Hi,



Are you able to look in the logs and see what error you’re getting? It should 
show a bit more detail about what went wrong.



Best,

Maura



From:  on behalf of 
Corinne Chatnik 
Reply-To: Archivesspace Users Group 

Date: Thursday, February 20, 2020 at 9:26 AM
To: "archivesspace_users_group@lyralists.lyrasis.org" 

Subject: [Archivesspace_Users_Group] Error Editing an Accession Record Created 
Using the Accession CSV Import Template



Hi,



I’m importing Accession data using the Accession CSV Import Template: 
http://archivesspace.github.io/archivesspace/user/accession-csv-import-template/<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Farchivesspace.github.io%2Farchivesspace%2Fuser%2Faccession-csv-import-template%2F=02%7C01%7Cmark.custer%40yale.edu%7C72f862894f8a47ff0c7508d7b611a72a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637178059247690136=NChUbitFEvIygGUFuYfTpJEnLM%2BYnN4OxeruFshECRQ%3D=0>

The import is successful and can select and view all those new records but when 
I try to edit a record that I imported I get the error message, “We're sorry, 
but something went wrong.”

The import csv headers are all in the file in the order in which they appear in 
the downloaded template.



I also followed all of the advice from this previous post: 
http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/2015-September/002440.html<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Flyralists.lyrasis.org%2Fpipermail%2Farchivesspace_users_group%2F2015-September%2F002440.html=02%7C01%7Cmark.custer%40yale.edu%7C72f862894f8a47ff0c7508d7b611a72a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637178059247700130=M9343PTj96gdp2LSTEM0l6aY5sER7jaHBEYA%2BY7QY0Y%3D=0>



I created what I thought was an identical accession record to an imported 
record manually and the manually created accession works as expected.



I’m using ArchivesSpace version 2.6 on windows with a MySQL database. The exact 
same thing occurs with the sandbox.



Has anyone else experienced this and am I missing something?



Thanks!

Corinne Chatnik
Digital Strategies
New York State Archives
archives.nysed.gov
corinne.chat...@nysed.gov<mailto:corinne.chat...@nysed.gov>
518-473-4153








Confidentiality Notice

This email including all attachments is confidential and intended solely for 
the use of the individual or entity to which it is addressed. This 
communication may contain information that is protected from disclosure under 
State and/or Federal law. Please notify the sender

Re: [Archivesspace_Users_Group] Error Editing an Accession Record Created Using the Accession CSV Import Template

[Custer, Mark]

Maura,

No problems at all sharing any and all Resource and Archival Object JSON 
records.  The only things that would have confidential info at the Beinecke are 
Accession JSON records.

It looks like the 3 files in "ycal_mss_42" are identical, though (all for the 
Resource record, though the filenames look like two different archival objects 
should be included). I'm not sure how the data is going to be extracted by 
Gobi, but if it follows the model used by the Digitization Work Order, then 
there could be lots of API calls, since each ancestor (the last being the 
Resource record) will need to be called, e.g.:


"ancestors": [{"ref": "/repositories/11/archival_objects/752429", "level": 
"subseries"}, {"ref": "/repositories/11/archival_objects/752356", "level": 
"subseries"}, {"ref": "/repositories/11/archival_objects/752355", "level": 
"series"}, {"ref": "/repositories/11/resources/1839", "level": "collection"}]

Speaking of that plugin, it might actually make sense for Gobi to hit those API 
endpoints.  Of course those endpoints aren't included in ArchivesSpace core, 
though, so they might not want to do that since it would not be a universal 
approach (and I suspect that would be their aim now that I think about it), but 
even if they didn't use them directly, the plugin approach would be a lot more 
performant than just using the API, I suspect, since the plugin approach can 
also run SQL queries as needed to speed things up when data needs to be 
aggregated.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Carbone, 
Maura 
Sent: Thursday, February 20, 2020 9:31 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Error Editing an Accession Record 
Created Using the Accession CSV Import Template


Hi,



Are you able to look in the logs and see what error you’re getting? It should 
show a bit more detail about what went wrong.



Best,

Maura



From:  on behalf of 
Corinne Chatnik 
Reply-To: Archivesspace Users Group 

Date: Thursday, February 20, 2020 at 9:26 AM
To: "archivesspace_users_group@lyralists.lyrasis.org" 

Subject: [Archivesspace_Users_Group] Error Editing an Accession Record Created 
Using the Accession CSV Import Template



Hi,



I’m importing Accession data using the Accession CSV Import Template: 
http://archivesspace.github.io/archivesspace/user/accession-csv-import-template/

The import is successful and can select and view all those new records but when 
I try to edit a record that I imported I get the error message, “We're sorry, 
but something went wrong.”

The import csv headers are all in the file in the order in which they appear in 
the downloaded template.



I also followed all of the advice from this previous post: 
http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/2015-September/002440.html



I created what I thought was an identical accession record to an imported 
record manually and the manually created accession works as expected.



I’m using ArchivesSpace version 2.6 on windows with a MySQL database. The exact 
same thing occurs with the sandbox.



Has anyone else experienced this and am I missing something?



Thanks!

Corinne Chatnik
Digital Strategies
New York State Archives
archives.nysed.gov
corinne.chat...@nysed.gov
518-473-4153








Confidentiality Notice

This email including all attachments is confidential and intended solely for 
the use of the individual or entity to which it is addressed. This 
communication may contain information that is protected from disclosure under 
State and/or Federal law. Please notify the sender immediately if you have 
received this communication in error and delete this email from your system. If 
you are not the intended recipient you are notified that disclosing, copying, 
distributing or taking any action in reliance on the contents of this 
information is strictly prohibited.


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Re: [Archivesspace_Users_Group] PUI inheritance configuration

[Custer, Mark]

Cory,

I just tested this out with a new build of ASpace, since I knew this worked 
before!  At first I didn't get it to work either, but that was because I just 
copied over one of your examples as is.  When I looked at the ASpace JSON 
records, though, I realized that your genreform example just needed to be 
changed slightly so that the type match was looking for "genre_form" instead, 
i.e.:

{
  :property => "subjects",
  :inherit_if => proc {|json| json.select {|j| ! 
j['_resolved']['terms'].select { |t| t['term_type'] == 'genre_form'}.empty? } },
  :inherit_directly => true
}

I didn't test any of the other mappings (or the "skip_if" parameters), so I 
can't say if all of those term types are accurate or not, but I definitely got 
this one to inherit once I added the underscore to the term type.

I hope that helps,

Mark





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of James 
Bullen 
Sent: Wednesday, February 19, 2020 10:14 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] PUI inheritance configuration


Hi Cory,

It’s been some years since this was in my head, but it looks good.

The :inherit_if on the first rule should be selecting all subjects that have at 
least one term with a ‘genreform’ type.


Cheers,
James


On Feb 20, 2020, at 1:37 AM, Cory Nimer 
mailto:cory_ni...@byu.edu>> wrote:

James,

To my knowledge, a complete reindex was done following the changes (other 
changes in note inheritance did appear as anticipated). However, the subject 
inheritance did not seem to work. Are the inheritance statements below 
structured correctly, or are there other reasons that these elements would not 
be visible in the interface?

Best,

Cory

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of James Bullen
Sent: Tuesday, February 18, 2020 6:49 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] PUI inheritance configuration


Hi Cory,

Have you reindexed?

The PUI runs exclusively from the PUI index so these changes won’t take effect 
until the relevant records have been reindexed.


Cheers,
James



On Feb 19, 2020, at 2:26 AM, Cory Nimer 
mailto:cory_ni...@byu.edu>> wrote:

We are continuing to tweak our PUI configuration, and are interested in testing 
inclusion of subject terms. Based on the configuration template, our IT staff 
have attempted to add the code below but it does not appear to be working after 
a restart and reindex:

{
  :property => 'subjects',
  :inherit_if => proc {|json| json.select {|j| ! j['_resolved']['terms'].select 
{ |t| t['term_type'] == 'genreform'}.empty? } },
  :inherit_directly => true
},
{
  :property => 'subjects',
  :skip_if => proc {|json| ['file', 'item'].include?(json['level']) },
  :inherit_if => proc {|json| json.select {|j| ! j['_resolved']['terms'].select 
{ |t| t['term_type'] == 'topical'}.empty? } },
  :inherit_directly => true
},
{
  :property => 'subjects',
  :skip_if => proc {|json| ['file', 'item'].include?(json['level']) },
  :inherit_if => proc {|json| json.select {|j| ! j['_resolved']['terms'].select 
{ |t| t['term_type'] == 'title'}.empty? } },
  :inherit_directly => true
},
{
  :property => 'subjects',
  :skip_if => proc {|json| ['file', 'item'].include?(json['level']) },
  :inherit_if => proc {|json| json.select {|j| ! j['_resolved']['terms'].select 
{ |t| t['term_type'] == 'geogname'}.empty? } },
  :inherit_directly => true
},

Has anyone else successfully included subject terms in their PUI inheritance 
configuration, or have suggestions for what might be wrong? We are currently 
running version 2.5.1.

Thanks,

Cory Nimer
University Archivist
Brigham Young University
801-422-6091

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Re: [Archivesspace_Users_Group] Error Generating PDF

[Custer, Mark]

What’s valid in EAD if often quite surprising (and fun!) 

Also, while the EAD-to-PDF stylesheet process could certainly be updated so 
that it doesn’t generate duplicate IDs in this case, given that ArchivesSpace 
doesn’t (and needn’t!!!) support nested notes of the same type, I don’t think 
that there’s any reason to make the PDF stylesheet even more lenient than it 
already is.

I am curious to find out how this got into ASpace, though.  My guess is that 
this was imported via EAD, and the nested bioghist note wound up producing not 
just 1 or 2 bioghist notes as you might expect (assuming that what was imported 
was just that first bioghist note), but instead a combo of that, resulting in 3 
notes.  But I’ve not clue if that’s right or not… just a guess based on the 
output.


From: Majewski, Steven Dennis (sdm7g) [mailto:sd...@virginia.edu]
Sent: Thursday, 16 January, 2020 3:54 PM
To: Custer, Mark 
Cc: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Error Generating PDF


Ha! I didn’t even know that was valid EAD! — Steve.


On Jan 16, 2020, at 3:48 PM, Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

Justin,

I just took a quick look, and it appears that the issue is due to a nested 
bioghist note, which ArchivesSpace doesn’t support.  That nested note is also 
followed by two more bioghist notes, which look to be complete duplicates of 
the nested bioghist note.  So, short answer:  delete that first bioghist note.

The ASpace EAD-to-PDF transformation process will add IDs to elements that 
don’t have IDs (see 
https://github.com/archivesspace/archivesspace/blob/master/stylesheets/as-helper-functions.xsl#L22-L32)
 and it looks like in this file there was some sort of import error perhaps??? 
Because of that, once the EAD is transformed into a PDF file, those nested 
notes wind up with the same ID (which is used for internal linking purposes in 
the PDF), and that is what is causing the error.

Here’s the duplicative EAD that’s being output, slightly altered to remove most 
of the text:


Biographical / Historical

Georgia Ragsdale Curtis lived in Roanoke, Virginia ... Georgia 
Ragsdale Curtis died
on April 11, 2008. 


Administrative History:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ...
until her death in 2008.




Biographical Information:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ... Georgia 
Ragsdale Curtis died on April 11, 2008. 


Administrative History:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ...
until her death in 2008.


If you delete that entire first bioghist note from ASpace (the one with ID = 
e399b9ecb1260e6afc1ed9b4b2a8c876), and just leave those two bioghist notes 
below (which are repeats of the nested bioghist note), you should be good to go.

Mark



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Dalton, Justin
Sent: Thursday, 16 January, 2020 3:07 PM
To: Majewski, Steven Dennis (sdm7g) 
mailto:sd...@virginia.edu>>
Cc: 
Archivesspace_Users_Group@lyralists.lyrasis.org<mailto:Archivesspace_Users_Group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Error Generating PDF

I took a look and I can't find any duplicate ids, but perhaps I'm just missing 
it.  I have attached the EAD file from ArchivesSpace.

Thanks!

Justin Dalton
Applications Administrator
W Libraries | William & Mary
757-221-3101
jcdal...@wm.edu<mailto:jcdal...@wm.edu>


From: Majewski, Steven Dennis (sdm7g)
Sent: Thursday, January 16, 2020 2:28 PM
To: Dalton, Justin
Cc: 
Archivesspace_Users_Group@lyralists.lyrasis.org<mailto:Archivesspace_Users_Group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Error Generating PDF

It’s saying you’ve got more than one EAD element with id=“d3e97” .
I assume you’re generating PDF from the staff interface, which first serializes 
resource as EAD XML and then runs that thru the FOP processor ( which is where 
it’s catching and complaining about the error in the EAD ( org.apache.fop.fo…  )

You should export resource as EAD and look for duplicate id’s , or post it here 
and we’ll take a look.


I don’t think ArchivesSpace would have generated or assigned duplicate IDs: was 
this resource created by importing EAD that might have contained duplicates ?



— Steve M.





On Jan 16, 2020, at 2:06 PM, Dalton, Justin 
mailto:jcdal...@wm.edu>> wrote:

That is what I get for trying to write an email right before lunch.  Sorry 
about that, the error is below.


Generating PDF for Georgia Ragsdale Curtis Papers

org.apache.fop.fo.ValidationException: Property ID "d3e97" (found on 
&quo

Re: [Archivesspace_Users_Group] Error Generating PDF

[Custer, Mark]

Justin,

I just took a quick look, and it appears that the issue is due to a nested 
bioghist note, which ArchivesSpace doesn't support.  That nested note is also 
followed by two more bioghist notes, which look to be complete duplicates of 
the nested bioghist note.  So, short answer:  delete that first bioghist note.

The ASpace EAD-to-PDF transformation process will add IDs to elements that 
don't have IDs (see 
https://github.com/archivesspace/archivesspace/blob/master/stylesheets/as-helper-functions.xsl#L22-L32)
 and it looks like in this file there was some sort of import error perhaps??? 
Because of that, once the EAD is transformed into a PDF file, those nested 
notes wind up with the same ID (which is used for internal linking purposes in 
the PDF), and that is what is causing the error.

Here's the duplicative EAD that's being output, slightly altered to remove most 
of the text:


Biographical / Historical

Georgia Ragsdale Curtis lived in Roanoke, Virginia ... Georgia 
Ragsdale Curtis died
on April 11, 2008. 


Administrative History:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ...
until her death in 2008.




Biographical Information:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ... Georgia 
Ragsdale Curtis died on April 11, 2008. 


Administrative History:
Georgia Ragsdale Curtis lived in Roanoke, Virginia ...
until her death in 2008.


If you delete that entire first bioghist note from ASpace (the one with ID = 
e399b9ecb1260e6afc1ed9b4b2a8c876), and just leave those two bioghist notes 
below (which are repeats of the nested bioghist note), you should be good to go.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Dalton, Justin
Sent: Thursday, 16 January, 2020 3:07 PM
To: Majewski, Steven Dennis (sdm7g) 
Cc: Archivesspace_Users_Group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Error Generating PDF

I took a look and I can't find any duplicate ids, but perhaps I'm just missing 
it.  I have attached the EAD file from ArchivesSpace.

Thanks!

Justin Dalton
Applications Administrator
W Libraries | William & Mary
757-221-3101
jcdal...@wm.edu


From: Majewski, Steven Dennis (sdm7g)
Sent: Thursday, January 16, 2020 2:28 PM
To: Dalton, Justin
Cc: 
Archivesspace_Users_Group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Error Generating PDF

It's saying you've got more than one EAD element with id="d3e97" .
I assume you're generating PDF from the staff interface, which first serializes 
resource as EAD XML and then runs that thru the FOP processor ( which is where 
it's catching and complaining about the error in the EAD ( org.apache.fop.fo... 
 )

You should export resource as EAD and look for duplicate id's , or post it here 
and we'll take a look.


I don't think ArchivesSpace would have generated or assigned duplicate IDs: was 
this resource created by importing EAD that might have contained duplicates ?



- Steve M.




On Jan 16, 2020, at 2:06 PM, Dalton, Justin 
mailto:jcdal...@wm.edu>> wrote:

That is what I get for trying to write an email right before lunch.  Sorry 
about that, the error is below.


Generating PDF for Georgia Ragsdale Curtis Papers

org.apache.fop.fo.ValidationException: Property ID "d3e97" (found on 
"fo:block") previously used; ID values must be unique within a document! (See 
position 363:37)

org.apache.xalan.transformer.TransformerIdentityImpl.transform(org/apache/xalan/transformer/TransformerIdentityImpl.java:502)

java.lang.reflect.Method.invoke(java/lang/reflect/Method.java:498)

org.jruby.javasupport.JavaMethod.invokeDirectWithExceptionHandling(org/jruby/javasupport/JavaMethod.java:468)

org.jruby.javasupport.JavaMethod.invokeDirect(org/jruby/javasupport/JavaMethod.java:326)

RUBY.to_pdf(/archivesspace/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/AS_fop.rb:49)

RUBY.block in 
run(/archivesspace/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/job_runners/print_to_pdf_runner.rb:51)

archivesspace.data.tmp.jetty_minus_0_dot_0_dot_0_dot_0_minus_8089_minus_backend_dot_war_minus___minus_any_minus_.webapp.WEB_minus_INF.app.lib.request_context.open(/archivesspace/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/request_context.rb:24)

RUBY.run(/archivesspace/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/job_runners/print_to_pdf_runner.rb:14)

Re: [Archivesspace_Users_Group] Tools for batch updating locations in ArchivesSpace during a collections move

[Custer, Mark]

Lydia,

No, we definitely did not lose any data like that.  Any data that is already 
part of the record is posted back to the system as is, same as when you edit a 
record in the staff interface (i.e. if you change a title of a component, you 
don’t lose any notes associated with that record once you hit “save”).

The only thing that I recall right now that our approach did *not* account for 
is the fact that ArchivesSpace allows you to have multiple “current” locations 
for a single top container (e.g. 
http://test.archivesspace.org/staff/top_containers/530).  So, I think that our 
approach linked to below would have to be updated if you wanted, for whatever 
reason, to retain multiple current locations.  I was hopeful that we could have 
one “current” and 0 to more “previous” locations, but if I recall correctly, 
when you have previous locations in ArchivesSpace, those need to be marked as 
“temporary”.  So, right now, we just store one current location and ignore the 
fact that the container could have been previously shelved elsewhere.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Tuesday, 07 January, 2020 3:59 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Tools for batch updating locations in 
ArchivesSpace during a collections move

Thanks for sending this, Mark!  When you did this, did you lose container 
profile info?  Just curious!
Lydia

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of "Custer, Mark" mailto:mark.cus...@yale.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Tuesday, January 7, 2020 at 3:57 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Tools for batch updating locations in 
ArchivesSpace during a collections move

Bo,

Our approach was pretty similar to the approach that you linked to, in that the 
whole process is primarily broken down into three main steps:


  *   Extract and merge the data (in our case, primarily from ASpace and our 
ILS, Voyager)
  *   Compare and prep the data in a spreadsheet format
  *   Update ArchivesSpace with an edited version of that spreadsheet.

So, here’s a snippet of a CSV file that we used, with information merged from 
ASpace and Voyager:  
https://github.com/YaleArchivesSpace/data_cleanup_workgroup/blob/master/top-container-updates/python-update-scripts/ARTS-dev-test.csv<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Fgithub.com%2FYaleArchivesSpace%2Fdata_cleanup_workgroup%2Fblob%2Fmaster%2Ftop-container-updates%2Fpython-update-scripts%2FARTS-dev-test.csv__%3B!!HXCxUKc!ju-JUh9AVAy9fh2lHpSgwazI7JCwX68McfdrQ5vdxbUqppNCNXOcRMMVex8S7a983A%24=02%7C01%7Cmark.custer%40yale.edu%7Cd7a5a97b20334c10ea8908d793b46c1c%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637140275437273317=VOdaLptx2eOwU%2BmgyZ6Ie78jN6m%2BZA%2FR%2B4mUmWDLVDU%3D=0>

Once we verified everything was up-to-date there (we also tested the barcode 
check digit and other potential errors), we ran a simple API update to update 
all of those top containers in ArchivesSpace, with a variation of this script: 
https://github.com/YaleArchivesSpace/data_cleanup_workgroup/blob/master/top-container-updates/python-update-scripts/top-container-update.py<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Fgithub.com%2FYaleArchivesSpace%2Fdata_cleanup_workgroup%2Fblob%2Fmaster%2Ftop-container-updates%2Fpython-update-scripts%2Ftop-container-update.py__%3B!!HXCxUKc!ju-JUh9AVAy9fh2lHpSgwazI7JCwX68McfdrQ5vdxbUqppNCNXOcRMMVex__E9D20Q%24=02%7C01%7Cmark.custer%40yale.edu%7Cd7a5a97b20334c10ea8908d793b46c1c%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637140275437283309=UPmdk7RzVNbz0g3wnm6wyqVuHVnLPjZCpUR7T8tonKQ%3D=0>

In our case, we were only updating three different values in ArchivesSpace:  
the barcode, the location, and the start date for when the box was added to 
that location (if no value, it would just default to the date that the script 
was run).

Updating the data in ArchivesSpace was the easy part (although it does take 
time when you have lots and lots of containers!), but you will definitely want 
to test things out a lot outside of a production system first.  Doing 
everything else is where it takes a lot more time and planning, I think.

Also, it’s been a while since I’ve looked at resources related to getting up to 
speed with ArchivesSpace and its API, but here are two that I don’t think will 
ever go out of style:


  *   Overview by Hudson Molonglo: 
https://www.youtube.com/playlist?list=PLJFitFaE9AY_DDlhl3Kq_vFeX27F1yt6I<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3

Re: [Archivesspace_Users_Group] Tools for batch updating locations in ArchivesSpace during a collections move

[Custer, Mark]

Bo,

Our approach was pretty similar to the approach that you linked to, in that the 
whole process is primarily broken down into three main steps:


  *   Extract and merge the data (in our case, primarily from ASpace and our 
ILS, Voyager)
  *   Compare and prep the data in a spreadsheet format
  *   Update ArchivesSpace with an edited version of that spreadsheet.

So, here’s a snippet of a CSV file that we used, with information merged from 
ASpace and Voyager:  
https://github.com/YaleArchivesSpace/data_cleanup_workgroup/blob/master/top-container-updates/python-update-scripts/ARTS-dev-test.csv

Once we verified everything was up-to-date there (we also tested the barcode 
check digit and other potential errors), we ran a simple API update to update 
all of those top containers in ArchivesSpace, with a variation of this script: 
https://github.com/YaleArchivesSpace/data_cleanup_workgroup/blob/master/top-container-updates/python-update-scripts/top-container-update.py

In our case, we were only updating three different values in ArchivesSpace:  
the barcode, the location, and the start date for when the box was added to 
that location (if no value, it would just default to the date that the script 
was run).

Updating the data in ArchivesSpace was the easy part (although it does take 
time when you have lots and lots of containers!), but you will definitely want 
to test things out a lot outside of a production system first.  Doing 
everything else is where it takes a lot more time and planning, I think.

Also, it’s been a while since I’ve looked at resources related to getting up to 
speed with ArchivesSpace and its API, but here are two that I don’t think will 
ever go out of style:


  *   Overview by Hudson Molonglo: 
https://www.youtube.com/playlist?list=PLJFitFaE9AY_DDlhl3Kq_vFeX27F1yt6I
  *   ArchivesSpace API workshop developed by Valerie Addonizio and Lora 
Woodford:   https://github.com/archivesspace/api-training

I hope that helps,

Mark

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bolton Kelly Doub
Sent: Tuesday, 07 January, 2020 3:20 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Tools for batch updating locations in 
ArchivesSpace during a collections move

Hi Mark,

Thank you so much for your feedback -- this is very helpful.

And yes, your observations re: where our barcodes exist are correct:

  *   ArchivesSpace has all of our granular location info (room, row, range, 
shelf data), but no box barcodes
  *   Our ILS has the box barcodes, but much less specific location info 
(basically, there is one location code that covers the whole offsite storage 
facility that we are moving collections from)

I think we will probably end up going with some variation of the processes that 
you describe in your three bulleted suggestions. I like the approach of batch 
creating new locations rather than trying to update the existing locations. 
Regarding the use of the ArchivesSpace API to re-associate all of the 
containers to their new locations, do you have any resources, webinars, 
tutorials, github repositories, etc. that you could point us to that might help 
us start on this process? I have seen some of the resources for batch editing 
barcodes in ArchivesSpace through the API 
<https://www2.archivists.org/groups/research-libraries-section/batch-editing-barcodes-in-archivesspace-through-the-api<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww2.archivists.org%2Fgroups%2Fresearch-libraries-section%2Fbatch-editing-barcodes-in-archivesspace-through-the-api=02%7C01%7Cmark.custer%40yale.edu%7C0e82e960359b4b1ee3ea08d793af0f9d%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C637140252400902448=dRN9zZR7is%2F07r%2BaTjmdb2VAed0cXm4SegTVpeih8NM%3D=0>>,
 but I’m not sure if these address the re-association of containers to new 
locations.

To your last point, we will need to keep all of the granular locations in 
ArchivesSpace because of the way we use Aeon in connection with ArchivesSpace 
to retrieve patron requests for archival material. Though I agree with you that 
this project should serve as an opportunity to get all of the box barcodes into 
ArchivesSpace.

Thanks again for your help and please let us know about relevant API tools if 
you know of any.

Best,
Bo

Bo Doub
Archival Projects Librarian
USC Libraries Special Collections
Doheny Memorial Library, Room B22
tel:213-740-8180

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Tuesday, January 7, 2020 11:13 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Tools for batch updating locations in 
ArchivesSpace during a coll

Re: [Archivesspace_Users_Group] Tools for batch updating locations in ArchivesSpace during a collections move

[Custer, Mark]

Bo,

This sounds like a very tricky / fun project!

Though I have not gone through the exact same scenario, I have gone through a 
process of matching containers in finding aids with item records in 
corresponding MARC records in an ILS.  As with most problems of this type, I 
suspect that you will find that there are a variety of data disagreements 
between the multiple systems (e.g. a finding aid that references 50 different 
boxes, whereas you might have 52 different item records for that same 
collection in your ILS) and sometimes none of them agree with reality.

It sounds like you have location data in ArchivesSpace, but no barcodes…. Is 
that right?  If so, I’d probably suggest storing both the barcodes and the 
locations in ArchivesSpace, or barring that, just adding the location data to 
your ILS and keeping the barcodes there.  Better to have all of that data in 
one system, I’d think, rather than have it split.  But, in my mind, since 
ArchivesSpace is what’s going to be describing the entire collection, in the 
long run it might be easier to have the barcodes in ArchivesSpace, since you 
can’t just create a new top container record and *not* have it linked to 
description in your finding aid, whereas you certainly can add an item record 
to your ILS and not have that linked to any description in a finding aid.

Anyhow, if your ultimate goal is to add all of this data to ArchivesSpace, I’d 
suggest:


  *   Creating new locations for the new offsite facility rather than trying to 
batch update the existing locations (since there won’t be a one-to-one 
correspondence with the container associated with those locations);
  *   Using the API to re-associate all of those containers with their new 
location;
  *   Bonus:  try to see if you can get those barcodes into ArchivesSpace, 
since at the very least trying that out will alert you to those cases where 
there’s a disagreement between what’s in both systems (that said, you can’t 
rely on simple counts alone when making that comparison, since I’ve definitely 
stumbled across cases where the finding aid might have, say, boxes 1-3, and the 
ILS for that same collection has boxes 1-2 and something else, like, oversized 
folder A… so both agree that there are 3 containers… and yet, in reality, there 
might be 4 containers: three boxes and an oversized folder labelled A).

Last, is there another system aside from ArchivesSpace that keeps track of your 
offsite locations?  I ask because you might not need to be so granular when 
creating locations in ArchivesSpace in that case.  For instance, at Yale we 
have a single location for an off-site location – in ASpace we just know that 
they are off site, and another systems keeps track exactly where that barcode 
is stored in that offsite facility.  So, perhaps it’s just wishful thinking on 
my part, but I wonder if you couldn’t just create a single location code in 
ArchivesSpace for the new offsite facility, and then update all of the top 
containers currently associated with the multiple locations from the current 
facility to the new one?

Mark





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Bolton Kelly Doub
Sent: Monday, 06 January, 2020 4:01 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Tools for batch updating locations in 
ArchivesSpace during a collections move

Hi All,

At the University of Southern California, we are preparing to move a high 
volume of archival collections (basically the contents of an entire offsite 
storage building) from one offsite facility to another. We are investigating 
tools and methods for batch updating locations in ArchivesSpace to spare us 
from having to edit each location record’s building, room, row, range, shelf, 
etc. fields individually.

One additional challenge to this task is that the capacity of each destination 
shelf in the new building will not necessarily match the capacity of the 
corresponding shelving in the old offsite storage building. In many cases, a 
set of boxes that shared the same shelf in the old facility will be split up 
into different shelves in the new facility.

Most of the boxes that are moving have unique barcodes displayed on each box. 
Most of these boxes also already have locations in ArchivesSpace (with 
building, room, row, range, and shelf values applied at the box level). 
However, the box barcodes are only documented in USC’s ILS system (Alma/Primo). 
The barcodes are not documented in our instance of ArchivesSpace.

Has anyone on this list worked through a collections move under similar 
conditions using ArchivesSpace? Do you know of any relevant plugins or 
ArchivesSpace API tools that we could use to batch change locations?

Thank you in advance for any help or feedback.

Happy New Year,
Bo

Bo Doub
Archival Projects Librarian
USC Libraries Special Collections
University of Southern California
Doheny 

Re: [Archivesspace_Users_Group] Question about Agent Records

[Custer, Mark]

Gwen,

You’ve definitely found a bug!

In the meantime, if you’re only using the date expression field within a Dates 
of Existence subrecord, I don’t think that I’d recommend using that record type 
to store that date.  I believe that the Dates of Existence records are 
primarily there to map to the “special coded dates” in a MARC authority record 
(see https://www.loc.gov/marc/authority/ad046.html).   What type of date are 
you recording in this part of the agent record?

Regardless, the current behavior in the application is a bug that needs to be 
fixed!!!   I took a closer look, and it appears that this is due to an issue 
with the metadata mappings in the HTML head section of the PUI.  There are a 
couple of ways to fix this bug:


  *   Change this line, 
https://github.com/archivesspace/archivesspace/blob/master/public/app/models/agent_person.rb#L14,
 to md[‘birthDate’] = dates[‘begin’] if dates[‘begin’].  I think I like this 
approach the most since it’s explicit that there’s no birth date when one isn’t 
set.
  *   That line never would’ve been a problem, though, until I changed this 
line, 
https://github.com/archivesspace/archivesspace/blob/master/public/app/models/agent_person.rb#L78,
 from just “md” to being md.delete_if { |key,value| value.empty?}.  The problem 
there arises when the metadata record comes in with a value of md[‘birthDate’] 
= nil.  So, maybe the safest way to fix this, and still keep the resulting 
metadata clean, would be to change line 78 to md.compact.delete_if { 
|key,value| value.empty? } .  In that case, the previous section that calls the 
compact method wouldn’t be needed.

Thanks for pointing out this issue!  It’s something that will need to be 
patched for each of the agent records.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Gwenlyn Coddington
Sent: Monday, 16 December, 2019 3:26 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Hi Maura,

Thank you so much for the suggestion. I will coordinate with our I.T. 
Department to see if we can’t figure out exactly what the error is.

Thanks again,
Gwen

Gwenlyn Coddington
College Archivist & Special Collections Librarian
McDaniel Hoover Library
gcodding...@mcdaniel.edu<mailto:gcodding...@mcdaniel.edu>
(410) 857-2793

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Carbone, Maura
Sent: Monday, December 16, 2019 3:11 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Hi,

To look at the logs requires someone with server access – not sure if you are 
hosted by Lyrasis or hosted by your IT department but if you can recreate the 
error and note the time you could send them a screen shot and an approximate 
time (‘this happened to me at 2:30 pm today’) and they can access the logs and 
look for errors in there. I’m not familiar with 2.7.0 so I don’t know what date 
requirements there are.

Best,
Maura

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Gwenlyn Coddington 
mailto:gcodding...@mcdaniel.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Monday, December 16, 2019 at 2:41 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Hi Mark,

Thanks for your help! We recently upgraded to v 2.7.0.

I tried resaving the record as you suggested and unfortunately that did not 
clear it up. I also found this problem in the Sandbox Demo as I was trying to 
recreate what was happening in our system: entering the date in the expression 
field rather than a normalized begin and end date gave the same error response 
in the PUI but it cleared up when I switched to the begin and end fields. So I 
guess I know how to fix it but I want to know why its rejecting dates in the 
Expression field.

Thanks again,
Gwen

Gwenlyn Coddington
College Archivist & Special Collections Librarian
McDaniel Hoover Library
gcodding...@mcdaniel.edu<mailto:gcodding...@mcdaniel.edu>
(410) 857-2793

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Monday, December 16, 2019 2:31 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Gwen,

Which version of Arch

Re: [Archivesspace_Users_Group] Question about Agent Records

[Custer, Mark]

Gwen,

Which version of ArchivesSpace are you on?

Here’s an example of an agent record in the PUI that uses both the Dates of 
Existence subrecord (for specific birth and death dates) aas the date field in 
the Names subrecord:  https://archives.yale.edu/agents/people/81438

Also, have you tried to just re-save the agent record and see if that clears 
things up?  Usually when you get the “We’re sorry, but something went wrong 
message”, the issues generally has to do with the index.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Gwenlyn Coddington
Sent: Monday, 16 December, 2019 11:24 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Hi Maura,

Thank you so much for responding to my question. Unfortunately, I do not know 
how to examine the logs for errors.

Gwen

Gwenlyn Coddington
College Archivist & Special Collections Librarian
McDaniel Hoover Library
gcodding...@mcdaniel.edu
(410) 857-2793

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Carbone, Maura
Sent: Monday, December 16, 2019 10:57 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Question about Agent Records

Hi,

Are you able to look at the logs and see what error is being returned there?

Best,
Maura

From: 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Gwenlyn Coddington 
mailto:gcodding...@mcdaniel.edu>>
Reply-To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Date: Monday, December 16, 2019 at 10:30 AM
To: 
"archivesspace_users_group@lyralists.lyrasis.org"
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Question about Agent Records

Hello,

I am new to ArchivesSpace and was hoping some of the more experienced users 
might be able to shed some light on a problem we are having with our Agent 
Records.  Many of our Agent Records with date expressions are not displaying 
properly in the Public Interface.  When you go to click on the individual 
record, it returns an error message (“We’re sorry, but something went wrong”). 
All these records appear to use the Dates of Existence Expression field rather 
than the normalized Begin and End fields. Agent Records without dates appear to 
be displaying correctly. Has anyone else come across this problem?

Thanks for your time,
Gwen Coddington

Gwenlyn Coddington
College Archivist & Special Collections Librarian
McDaniel Hoover Library
gcodding...@mcdaniel.edu
(410) 857-2793

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Re: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace Migration Workflow

[Custer, Mark]

Corey,

First of all, welcome to the ArchivesSpace community!  Your project will 
definitely make you an ArchivesSpace expert in no time.

Glancing at your workflow document, it looks like you’ve got all of your bases 
covered.  I would strongly suggest running the AT to ASpace migration a couple 
of times (just to get familiar with it), and also to get a few other folks to 
help spot-check the results (the more eyes / institutional experience the 
better), before you go ahead and do the final migration.  It’s a been a long 
while since I used that tool.  I do remember, though, that when we started 
testing it out, the tool couldn’t be used to migrate multiple AT databases into 
a single ASpace database.  That feature was added a long time back, though, so 
you *should* be good to go with migrating your two AT databases into a single 
version of ASpace, which I would highly recommend.

Regarding the AT to ASpace migration tool, just off the top of my head, I’d 
also add:


  1.  if you have linked cross references in your current EAD files, you’ll 
either want to make sure to run the migration with the “-refid_original” 
parameter, or set aside some time after the migration to go back and update 
those linked cross references (during the migration, all of the IDs in the AT 
for the notes and components will be replaced with ASpace IDs, so if you have 
cross references embedded in your finding aids, those will be broken).  We had 
a lot of cross references in our source files in the AT, so we opted with that 
first option, as you can see here:  
https://cpb-us-w2.wpmucdn.com/campuspress.yale.edu/dist/3/30/files/2015/06/Unknown-272cqj2.png
  (that screenshot was taken by Maureen Callahan, and described in a lot of 
more detail and other invaluable advice in this blog post: 
https://campuspress.yale.edu/yalearchivesspace/2015/06/14/migration-step-by-step/)
  2.  unless things have changed, be prepared for that migration tool to 
occasionally add data where no data existed before (even when it’s not required 
to do so).  E.g. for our lists in the AT that did not have a title, after the 
migration we wound up with lists in ASpace that had a title of “Missing Title”. 
 That was something we missed early on, but later on we were able to delete all 
of those values from ASpace.  Ditto for other unexpected things, like if in the 
AT someone selected a container type of “Box” but level the container value 
blank, the AT to ASpace migration would create an auto-generated container 
number so that it could keep that container type of “Box” around without 
dropping it during the migration.  We had quite a few instances in the AT where 
someone would add “Box X, Folder”. That behaved fine in the AT, but once we 
migrated, that would turn into something like “Box X, Folder someweirdnumber” 
(ideally it would’ve just come over as “Box X”).

And unless you have EAD files that aren’t in the AT already, I don’t think that 
you should need to go the route of importing EAD into ASpace.  If you do, there 
are more issues and tricks involved there, not to mention the fact that the 
more import options you allow during the migration, the more variety you’ll 
have in the results.  That’s not to say that EAD imports are bad ASpace, since 
they’ve actually improved on the AT’s EAD import process.  Also, long after our 
migration, we still import EAD files into ASpace, especially when adding 
newly-created finding aids that are so large or complex that they’d be hard to 
create directly in ASpace. However, you’ll have to be mindful of all of the 
ways that those EAD imports can muddy up your database (the primary offender 
being the fact that the importer will add values to controlled value lists 
during the import process when it tries to parse them from free text data….  
See the comment here 
https://github.com/archivesspace/archivesspace/blob/bc675bc12b72f6fb7818aae646958c80d54ff4de/backend/app/model/backend_enum_source.rb#L16…
 In other words, free text like “2.5 Linear feet (4 boxes)” would result in a 
new extent type with a value of “Linear Feet (4 boxes)”, which is not a 
controlled extent type that anyone wants to have around.

Okay, that’s probably more info than you wanted, but hopefully some of it’s 
helpful 

There are lots of others who have been through the same journey, so lots of 
folks to get advice from, including this recent article in the code4lib 
journal, https://journal.code4lib.org/articles/14871, which describes the 
migration to ASpace at Columbia University.

Keep us posted with how everything goes,

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Corey Schmidt
Sent: Tuesday, 10 December, 2019 2:09 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Archivists' Toolkit to ArchivesSpace 
Migration Workflow

Dear ArchivesSpace Community,

Hello, my name is Corey 

Re: [Archivesspace_Users_Group] importing EAD files

[Custer, Mark]

Jennifer,

One more potential gotcha if you go the EAD-import route:  if you have multiple 
container types associated with a single component (which were not present in 
this particular file), like "Box 1", "Folder 1-4", then you'll want to make 
sure that those container elements have @id and @parent attributes on them to 
define their relationship.  If they don't have a defined relationship, you'll 
wind up with an ArchivesSpace top container for both "Box 1" and "Folder 1-4", 
in this example, when in actuality you'd just want a top container record for 
"Box 1".  In case it helps, here's the transformation process that we have 
utilized to add those attributes when missing:  
https://github.com/YaleArchivesSpace/xslt-files/blob/master/EAD_add_IDs_to_containers.xsl

Happy to talk with you or anyone else about that process if you'd like, but 
you'll definitely want to make sure that you don't wind up with a top container 
for every single container element during the import process.

For more info on top containers in ArchivesSpace, see this overview that 
Maureen Callahan wrote, 
https://guides.library.yale.edu/archivesspace/ASpaceContainerManagement, which 
provides a great introduction, along with videos!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, 22 November, 2019 11:44 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

Thanks, this helps a lot!

It looks like there are couple of required elements missing from this file for 
ArchivesSpace to be able to import it.  Though your file is valid EAD, 
ArchivesSpace requires all resources to have things like a title, date, extent, 
as well as a distinct unitid element (which this file is missing).  So, you'd 
need to add a unitid element, like so:

1861-1946
Distinct Call Number

20 linear feet
 



Additionally, all of the lower-level components must have, at the very least, a 
title OR a date.

In this case, it looks like all of your series have "unitid" elements instead 
of "unittitle" elements.  But if you change this for all of your series:


  
  Volumes
  
...

To:


  
  Volumes
  
...

Then you should be good to go with that particular file (see the attached file 
as an example).

If you have access to an XML Editor like oXygen, check out 
https://campuspress.yale.edu/yalearchivesspace/2015/07/22/validation-scenarios/.
  Regardless, though, my guess is that if you address that "archdesc/unitid" 
issue and the series-level did/unitid --> did/unittitle issue, that should help 
with the majority of your files.  There are also other possibilities, like 
updating the EAD so that you get normalized dates in addition to textual date 
expressions, but that requires quite a bit more work.

I hope that helps,

Mark





From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Sharp, Jennifer
Sent: Friday, 22 November, 2019 10:30 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

I have attached one of the files I used earlier this week. The job completed, 
but when I tried it this morning - both locally and on test.archivesspace.org - 
it failed.

This, from Tuesday, can't be too promising:
[cid:image001.jpg@01D5A12C.DD6CDDB0]

These are today's errors:
[cid:image002.jpg@01D5A12C.DD6CDDB0]

Thanks,
Jennifer

---
Jennifer Sharp, MSI
Archivist, Hartford History Center
Hartford Public Library
jsh...@hplct.org<mailto:jsh...@hplct.org>
o: 860.695.6332
c: 860.929.6915

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, November 22, 2019 9:34 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

If you can share a sample EAD file that isn't uploading, someone might be able 
to pinpoint the issue that way if the error is in fact due to the file itself.

Additionally, have you tried uploading the file to 
http://test.archivesspace.org/staff/<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Ftest.archivesspace.org%2Fstaff%2F=02%7C01%7Cmark.custer%40yale.edu%7C54dda4087c1143c7fdfc08d76f6b2315%7Cdd8cbebb21394df8b411

Re: [Archivesspace_Users_Group] importing EAD files

[Custer, Mark]

Jennifer,

Thanks, this helps a lot!

It looks like there are couple of required elements missing from this file for 
ArchivesSpace to be able to import it.  Though your file is valid EAD, 
ArchivesSpace requires all resources to have things like a title, date, extent, 
as well as a distinct unitid element (which this file is missing).  So, you'd 
need to add a unitid element, like so:

1861-1946
Distinct Call Number

20 linear feet
 



Additionally, all of the lower-level components must have, at the very least, a 
title OR a date.

In this case, it looks like all of your series have "unitid" elements instead 
of "unittitle" elements.  But if you change this for all of your series:


  
  Volumes
  
...

To:


  
  Volumes
  
...

Then you should be good to go with that particular file (see the attached file 
as an example).

If you have access to an XML Editor like oXygen, check out 
https://campuspress.yale.edu/yalearchivesspace/2015/07/22/validation-scenarios/.
  Regardless, though, my guess is that if you address that "archdesc/unitid" 
issue and the series-level did/unitid --> did/unittitle issue, that should help 
with the majority of your files.  There are also other possibilities, like 
updating the EAD so that you get normalized dates in addition to textual date 
expressions, but that requires quite a bit more work.

I hope that helps,

Mark





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Sharp, Jennifer
Sent: Friday, 22 November, 2019 10:30 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] importing EAD files

I have attached one of the files I used earlier this week. The job completed, 
but when I tried it this morning - both locally and on test.archivesspace.org - 
it failed.

This, from Tuesday, can't be too promising:
[cid:image002.jpg@01D5A128.36F5F470]

These are today's errors:
[cid:image003.jpg@01D5A128.36F5F470]

Thanks,
Jennifer

---
Jennifer Sharp, MSI
Archivist, Hartford History Center
Hartford Public Library
jsh...@hplct.org<mailto:jsh...@hplct.org>
o: 860.695.6332
c: 860.929.6915

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, November 22, 2019 9:34 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Jennifer,

If you can share a sample EAD file that isn't uploading, someone might be able 
to pinpoint the issue that way if the error is in fact due to the file itself.

Additionally, have you tried uploading the file to 
http://test.archivesspace.org/staff/<https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Ftest.archivesspace.org%2Fstaff%2F=02%7C01%7Cmark.custer%40yale.edu%7Cff5643fd5017466b5f8908d76f60e72f%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C637100334298265006=DwxHX%2FXhjTqTjJ8bw%2FBQ%2BLChOQhHM1piTGBdw0nygLQ%3D=0>?
  If you can upload it successfully there without any additional changes, the 
error could possibly be due to your setup.

Mark



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Blake Carver
Sent: Friday, 22 November, 2019 8:56 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Have a look for errors in your archivesspace.out log file, there could be some 
clues there.

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Sharp, Jennifer mailto:jsh...@hplct.org>>
Sent: Friday, November 22, 2019 8:40 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files


Thanks for replying, Miloche and Erhan. Unfortunately, I still haven't had any 
luck. These are some old files, so I'm thinking there may be some glitches with 
the EAD. I'm going to try entering a short one manually and then comparing the 
code.



Thanks again,

Jennifer



---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org<mailto:jsh...@hplct.org>

o: 860.695.6332

c: 860.929.6915



From: 
archivesspace_users

Re: [Archivesspace_Users_Group] importing EAD files

[Custer, Mark]

Jennifer,

If you can share a sample EAD file that isn't uploading, someone might be able 
to pinpoint the issue that way if the error is in fact due to the file itself.

Additionally, have you tried uploading the file to 
http://test.archivesspace.org/staff/?  If you can upload it successfully there 
without any additional changes, the error could possibly be due to your setup.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Blake Carver
Sent: Friday, 22 November, 2019 8:56 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] importing EAD files

Have a look for errors in your archivesspace.out log file, there could be some 
clues there.

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Sharp, Jennifer mailto:jsh...@hplct.org>>
Sent: Friday, November 22, 2019 8:40 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files


Thanks for replying, Miloche and Erhan. Unfortunately, I still haven't had any 
luck. These are some old files, so I'm thinking there may be some glitches with 
the EAD. I'm going to try entering a short one manually and then comparing the 
code.



Thanks again,

Jennifer



---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org

o: 860.695.6332

c: 860.929.6915



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Kottman, Miloche
Sent: Thursday, November 21, 2019 1:36 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] importing EAD files



Jennifer,



When this happens to us, it is usually because the user forgot to change the 
Import Type to EAD prior to Adding the file they want to import.

On the New Background Job - Import Data page, click on the down arrow and 
choose EAD.  Then either click on Add file to use windows explorer to find the 
EAD record or drag the record into the framed white-space.



[cid:image001.jpg@01D5A117.F8A2B470]



--Miloche



**

Miloche Kottman

Head of Cataloging & Archival Processing

University of Kansas Libraries

Lawrence, KS 66045

mkott...@ku.edu

785-864-3916







From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Sharp, Jennifer
Sent: Thursday, November 21, 2019 8:47 AM
To: 'archivesspace_users_group@lyralists.lyrasis.org' 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] importing EAD files



Hello,



My library and I are brand new to ArchivesSpace and I am learning as I go 
along. I've encountered an issue I hope is known and/or has a fairly 
straightforward solution. I have followed the instructions in the user manual 
for importing EAD files, and upon notification of a successful import and 
refreshing the page, there are no links in the new records section. I have 
tried this a few times (different days), with two files. If there is something 
technically wrong with one file, though, it's likely to be the same with the 
other. I've also considered it could be something related to our setup. I'd be 
grateful for any suggestions you may have!



Thanks,

Jennifer





---

Jennifer Sharp, MSI

Archivist, Hartford History Center

Hartford Public Library

jsh...@hplct.org

o: 860.695.6332

c: 860.929.6915





CAUTION: This email originated from outside of the organization. Do not click 
links, open attachments, or provide sensitive information unless you recognize 
the sender and know the content/source is safe.


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http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Repository record and corresponding agent representation

[Custer, Mark]

Julie,

Not sure if this is what you're asking about or not, but the following SQL 
query would return all of the repository IDs along with their corresponding 
corporate agent IDs:

SELECT
r.id AS 'repository id',
r.agent_representation_id as 'agent id',
r.repo_code,
r.name,
CONCAT('/agents/corporate_entities/', r.agent_representation_id) as 'agent 
uri'
FROM
repository r
;

As for the relationship, whenever a repository record is created in 
ArchivesSpace, a corresponding corporate entity agent is created at the same 
time.  Those records are linked in the repository record by means of the 
"agent_representation_id" attribute.  *The only repository in ArchivesSpace 
that should ever have a null value for the agent_representation_id would be the 
Global Repository* (see the "Conceptual trickery" paragraph at the bottom of 
this page, 
https://archivesspace.github.io/archivesspace/user/the-archivesspace-backend/). 
 That said, there is at least one major bug with how these records are linked, 
though:  If you edit a repository record after updating the linked corporate 
agent record (let's say you add an authority ID to the agent record and then 
update the link repository record), then that data will be removed from the 
agent record if it's not also in the repository record (and you cannot add an 
authority ID to a repository record, so boom, that value vanishes from the 
agent record).  I really think that needs to be addressed, otherwise there's 
not much purpose in having the records linked.

This is similar to what happens whenever a user record is created. In that 
case, a corresponding person agent is created at the exact same time (although 
that does mean that you cannot create a user record and have it linked to a 
software agent in ASpace, since you don't get to choose which type of agent 
record is created whenever you create a repository or user record).

As for what could be causing an issue in the PUI, it could either be an issue 
in the core code or an issue in a local plugin.  I'd start by looking for 
repository records that don't have that "agent_representation_id" value, 
though.  Do all of your repos have that?

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Blake Carver
Sent: Wednesday, 20 November, 2019 8:35 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Repository record and corresponding 
agent representation


>  "NoMethodError (undefined > method `[]=' for nil:NilClass)"

Usually when I see that error a restart will clear things up. It seems to be 
one of those very generic errors that pop up from time to time and I've never 
been able to find a consistent cause. I'm assuming that there's no other errors 
logged at the same time. Sometimes there's more useful stuff above and below 
the ol' "nil" error that could point to a more specific problem.

BUT

>  the PUI display of "collection inventory" is broken...

That leads me to believe there might be a problem with the index as well.  I'd 
try doing a full reindex.

If the restart/reindex doesn't get things back to where they should be, dial up 
the logelevel to debug and see if you can dig a new error out of the logs. 
There could be a problem in your data, but it's hard to tell until you try the 
restart/reindex.


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Wetherill, Julie M. 
mailto:julie_wether...@harvard.edu>>
Sent: Wednesday, November 20, 2019 8:02 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Repository record and corresponding agent 
representation


Can anyone describe for me or point me to documentation about the relationship 
between a repository record and its corporate body agent representation? Twice 
recently, our ASpace PUI (v2.5.2) has been mysteriously disrupted by a bug that 
is associated with missing metadata in either a repository record or the 
parallel corporate-body agent record. In the first case, resources in a 
specific repository were not displaying and in the current case, the PUI 
display of "collection inventory" is broken. In both cases, this error was in 
the logs:



"NoMethodError (undefined > method `[]=' for nil:NilClass)"



This user list discussion thread: 

Re: [Archivesspace_Users_Group] Help using AS Restful API to query

[Custer, Mark]

And Steve, now that I’m looking at your question, I *think* that everything 
already mentioned should point you in the right direction for doing that search 
with the API.

It sounds like your use case might be aimed at performing very granular 
updates, but in case it’s helpful, here’s the approach that Hudson Molonglo 
(thanks James, et al.!) provided for us so that we can figure out which finding 
aids to export, adding a new endpoint named “/resource-update-feed” via a 
plugin. See 
https://github.com/hudmol/archivesspace_export_service/tree/master/backend .  
In this case, we wanted to know not just when a resource or archival record had 
been edited in a finding aid, but when any of the records that link to it were 
(e.g. the archival object wasn’t edited, but an associated digital object was). 
 We use that endpoint as part of a larger service, but I’ve also found it 
useful in other contexts.

Additionally, it was important to figure out which records had been unpublished 
or suppressed since a particular time, which is why I like this approach, since 
the idea is that you send a request to that new endpoint, and it will return to 
you a list of IDs that need to be added (either because they’re brand new or 
because they’ve been edited), as well as a list of IDs that should be removed.  
Again, this use case was just for Resource records, but I imagine that a 
similar approach would be useful for other record types.

Mark







From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Seth Shaw
Sent: Friday, 08 November, 2019 11:26 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Help using AS Restful API to query

Thanks, James and Mark. I appreciate the additional pointers. (And sorry for 
high-jacking your thread, Steve!)

On Fri, Nov 8, 2019 at 8:20 AM Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:
Seth,

Here’s another example:

search?type[]=archival_object=1=
{
"query": {
"op": "AND",
"subqueries": [
{
"field": "keyword",
"value": "39002102378974",
"jsonmodel_type": "field_query",
"negated": false,
"literal": false
},
{
"field": "types",
"value": "pui",
"jsonmodel_type": "field_query",
"negated": true
}
],
"jsonmodel_type": "boolean_query"
},
"jsonmodel_type": "advanced_query"
}

In that case, for example, we might have one archival object where that barcode 
has been applied.  In the Solr index, there will be two documents, if and only 
if that record has been published.  But, we can exclude the PUI document in the 
result set with that second part of the subquery.

Mark


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>]
 On Behalf Of Seth Shaw
Sent: Friday, 08 November, 2019 11:13 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Help using AS Restful API to query

That might be it. We don't use the PUI for patron access; but we do still have 
it left on as the staff occasionally look at it. Certainly something to 
investigate.

Regardless, either the API should use one index consistently, have a documented 
filter (I don't see one there) and/or give some other obvious indication as to 
where a result came from.

On Fri, Nov 8, 2019 at 8:02 AM James Bullen 
mailto:ja...@hudmol.com>> wrote:

Hi Seth,

I’m not seeing that. Could it be you’re seeing pui docs as well - the instance 
I’m testing on has the pui turned off.


Cheers,
James


On Nov 8, 2019, at 10:51 AM, Seth Shaw 
mailto:seth.s...@unlv.edu>> wrote:

James, I was hoping using the filter as you described would remove the 
duplicate results issue I was having by using the advanced query compound 
search; but I'm seeing the same thing as before.

Running the search via the API: 
'archivestest:8089/search?type[]=archival_object=1={"query":{"comparator":"greater_than","field":"system_mtime","value":"2019-10-02","jsonmodel_type":"date_field_query"}}'
 returns, in part, 
`{"page_size":10,"first_page":1,"last_page":874,"this_page":1,"offset_first":1,"offset_last":10,"total_hits":873

Re: [Archivesspace_Users_Group] Help using AS Restful API to query

[Custer, Mark]

Seth,

Here’s another example:

search?type[]=archival_object=1=
{
"query": {
"op": "AND",
"subqueries": [
{
"field": "keyword",
"value": "39002102378974",
"jsonmodel_type": "field_query",
"negated": false,
"literal": false
},
{
"field": "types",
"value": "pui",
"jsonmodel_type": "field_query",
"negated": true
}
],
"jsonmodel_type": "boolean_query"
},
"jsonmodel_type": "advanced_query"
}

In that case, for example, we might have one archival object where that barcode 
has been applied.  In the Solr index, there will be two documents, if and only 
if that record has been published.  But, we can exclude the PUI document in the 
result set with that second part of the subquery.

Mark


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Seth Shaw
Sent: Friday, 08 November, 2019 11:13 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Help using AS Restful API to query

That might be it. We don't use the PUI for patron access; but we do still have 
it left on as the staff occasionally look at it. Certainly something to 
investigate.

Regardless, either the API should use one index consistently, have a documented 
filter (I don't see one there) and/or give some other obvious indication as to 
where a result came from.

On Fri, Nov 8, 2019 at 8:02 AM James Bullen 
mailto:ja...@hudmol.com>> wrote:

Hi Seth,

I’m not seeing that. Could it be you’re seeing pui docs as well - the instance 
I’m testing on has the pui turned off.


Cheers,
James



On Nov 8, 2019, at 10:51 AM, Seth Shaw 
mailto:seth.s...@unlv.edu>> wrote:

James, I was hoping using the filter as you described would remove the 
duplicate results issue I was having by using the advanced query compound 
search; but I'm seeing the same thing as before.

Running the search via the API: 
'archivestest:8089/search?type[]=archival_object=1={"query":{"comparator":"greater_than","field":"system_mtime","value":"2019-10-02","jsonmodel_type":"date_field_query"}}'
 returns, in part, 
`{"page_size":10,"first_page":1,"last_page":874,"this_page":1,"offset_first":1,"offset_last":10,"total_hits":8732,`
 ...

Whereas the SQL query `SELECT count(*) FROM archival_object WHERE system_mtime 
> '2019-10-02';` is returning "4369" (half the results of the REST query).

Have you run into this issue before?



On Fri, Nov 8, 2019 at 7:34 AM James Bullen 
mailto:ja...@hudmol.com>> wrote:

Something like this works for me:

/search type[]=resource type[]=archival_object page=1 
filter={"query":{"comparator":"greater_than","field":"system_mtime","value":"2019-10-02","jsonmodel_type":"date_field_query"}}





On Nov 8, 2019, at 10:24 AM, Seth Shaw 
mailto:seth.s...@unlv.edu>> wrote:

To do this you need to use the advanced query parameter which, unfortunately, 
is not well documented. There are a few email threads that describe using the 
advanced search though:

http://lyralists.lyrasis.org/mailman/htdig/archivesspace_users_group/2015-June/001734.html

I've formulated queries like you describe before (I'll have to dig through my 
notes to see if I can find it again); but the result set was consistently 
giving me back duplicate results for some unknown reason; so I stopped using it.

Ideally, we would be able to add a 'modified_since' parameter to each entity's 
endpoint to get the most recent set. The capability exists in the code, but 
hasn't been exposed to the REST end-point. I've submitted a ticket that will 
hopefully lead to this being resolved: 
https://archivesspace.atlassian.net/browse/ANW-962?filter=-2.


On Fri, Nov 8, 2019 at 7:07 AM Steve Mattison 
mailto:smatt...@nd.edu>> wrote:
Community,

I'm new to using ArchivesSpace, and new to using the AS API.  I need to use the 
API to search within a given repository to find records that have been modified 
after a particular time (e.g. modified within the last 48 hours).  (We then 
want to export metadata related to those resources or archival_objects for a 
project we're working on.)

I have found the documentation for 

Re: [Archivesspace_Users_Group] trying to remove several links in PUI

[Custer, Mark]

Great!  I’m glad to hear that worked.

As for the plugin, if you place it in the “local” plugin, to override the 
footer in the public interface, you’d need to create a file (like this one 
https://github.com/YaleArchivesSpace/yale_pui_customizations/blob/master/public/views/shared/_footer.html.erb),
 and place it here:

plugins/local/public/views/shared/_footer.html.erb

That footer file would then override the default footer file, which is here:  
https://github.com/archivesspace/archivesspace/blob/master/public/app/views/shared/_footer.html.erb.
  The plugin infrastructure mirrors what you see in the core code, aside from 
the fact that you won’t add an “app” directory in a plugin.   Anything that 
goes into a directory like “plugins/local/frontend” would potentially impact 
the staff interface.  It can be a bit confusing, but “frontend” in 
ArchivesSpace = the staff interface, whereas “public” = the public interface.

Here's a really good intro to how plugins work in ArchivesSpace:  
http://archivesspace.github.io/archivesspace/user/archivesspace-plug-ins/




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Steele, Henry
Sent: Wednesday, 14 August, 2019 11:15 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] trying to remove several links in PUI

Thanks for this very helpful information.  Using your information I was able to 
suppress items on the top menu – I must have used the wrong entry before.

And thanks for the information on the plugin for the footer.  Is this something 
I would place in the plugins/local/frontend/views directory?

Henry Steele
Systems Librarian
Tufts University Library Technology Services
(617)627-5239

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Tuesday, August 13, 2019 8:51 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] trying to remove several links in PUI

Henry,

If that line is uncommented by removing the # characters, then the “Accessions” 
tab should (hopefully!) be removed from the navigation menu.  Here’s the 
setting that we’re currently using for our navigation menu:

AppConfig[:pui_hide] = {
  repositories:   false,
  resources:false,
  digital_objects:true,
  accessions: true,
  subjects: false,
  agents:   false,
  classifications:true,
  search_tab: false,
  accession_badge:true,
  record_badge:   true,
  container_inventory:  false,
  classification_badge: true,
}

As for the “pui_enable_staff_link” setting, I *think* that setting just governs 
the “Staff Only” edit button that will appear in the PUI interface if a user is 
also logged into the corresponding ASpace staff interface in the same browser 
(which is actually my favorite feature of the PUI right now ).  I’ve attached 
a screenshot that shows that looks like, to be clear.

As for the “Visit ArchivesSpace.org” link, I think that might have to be 
overridden in a view with a plugin?  See 
https://github.com/archivesspace/archivesspace/blob/master/public/app/views/shared/_footer.html.erb<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Farchivesspace%2Farchivesspace%2Fblob%2Fmaster%2Fpublic%2Fapp%2Fviews%2Fshared%2F_footer.html.erb=02%7C01%7Cmark.custer%40yale.edu%7Cb8718dacf7794ba0ec3808d720ca2e86%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C637013925064968347=ybR3jY4XF50t7O8%2Bj9tSCEK1zWFj7JxpAcY7GOIwlk8%3D=0>
 (it doesn’t look, to me at least, like a setting could override whether that 
staff link displays, but  you could remove it with it with a plugin that 
overrides that view with a footer of your own design).  We’re back on version 
2.4, so I don’t actually recall.  What version of ArchivesSpace are you on?

Also, in case it helps, here’s most of our config.rb settings:  
https://github.com/YaleArchivesSpace/aspace-deployment/blob/master/prod/config.rb<https://nam05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2FYaleArchivesSpace%2Faspace-deployment%2Fblob%2Fmaster%2Fprod%2Fconfig.rb=02%7C01%7Cmark.custer%40yale.edu%7Cb8718dacf7794ba0ec3808d720ca2e86%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C637013925064978339=wIaTnFclogbzHqcvOO75SpN%2Fn%2FV7vZ6jfXvOuzf15h0%3D=0>

All my best,

Mark


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Steele, Henry
Sent: Monday, 12 August, 2019 4:18 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] 

Re: [Archivesspace_Users_Group] ID [Archivists Toolkit Database::RESOURCE]

[Custer, Mark]

Hi Ed,

Those external IDs were added to the core code of the ArchivesSpace EAD 
exporter at some point, which can result in some surprises (see the references 
to "external_id" here 
https://github.com/archivesspace/archivesspace/blob/master/backend/app/converters/ead_converter.rb#L139-L162
 ).  Those ead:unitid elements do include the @audience='internal' attribute, 
so generally they will be removed before you find them in a PDF.  We like to 
review our PDF files with internal-only notes still present, however, so here's 
the fix that I'm using locally right now so that we don't wind up with 
Archivists' Toolkit database IDs in our PDF-review files:




This is handled after the file has been exported on our end, but something like 
that could be added to the PDF-creation process.  Or, you could use an EAD 
export plugin that overrides the core code behavior referenced above.

Ideally, though, I think at this point it would be better if those external IDs 
were never included in an EAD export, since that could be handled in a local 
plugin.  Also, those external IDs aren't displayed by default, as Brian notes 
(and they definitely are not editable values by default), so you won't seem 
them normally.

Mark




-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Brian Harrington
Sent: Monday, 05 August, 2019 4:00 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] ID [Archivists Toolkit 
Database::RESOURCE]

Hi Ed,

That’s an external ID.  They are usually hidden from view, but if you add 
"AppConfig[:show_external_ids] = true” to your config.rb, they should show up 
on the staff side.

I hope this helps,

Brian

—
Brian Harrington
Migration Specialist
LYRASIS
brian.harring...@lyrasis.org
Skype: abbistani

> On Aug 5, 2019, at 3:00 PM, Busch, Ed  wrote:
> 
> With the latest release of ASpace, we’ve started noticing that if we forget 
> to uncheck “include unpublished” when exporting a PDF of a Resource, we get a 
> line added to the Summary Information underneath ID.
>  
> For example :
> ID:   
>c.00665
> ID [Archivists Toolkit Database::RESOURCE] 585032
>  
> This information is from Archivists Toolkit but has not been previously 
> viewable nor shown anywhere in the window. Why?
> See attached.
>  
>  
> Ed Busch, MLIS
> Acting Director and Electronic Records Archivist Michigan State 
> University Archives Conrad Hall
> 943 Conrad Road, Room 101
> East Lansing, MI 48824
> 517-884-6438
> busch...@msu.edu
>  
> <4210_001.jpg>___
> Archivesspace_Users_Group mailing list 
> Archivesspace_Users_Group@lyralists.lyrasis.org
> https://nam05.safelinks.protection.outlook.com/?url=http%3A%2F%2Flyral
> ists.lyrasis.org%2Fmailman%2Flistinfo%2Farchivesspace_users_group
> data=02%7C01%7Cmark.custer%40yale.edu%7C09c12b6d32f2430a100408d719df75
> 0c%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C637006319853888509
> ;sdata=g3HS21D2V9EXjqBqEuu%2B%2FD6si7NXYOHt8JHMqIZsrDw%3Dreserved
> =0






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Re: [Archivesspace_Users_Group] barcode validation for ASpace

[Custer, Mark]

Benn,

Alex is exactly right.

At Yale, we use the length configuration to help ensure a basic level of 
validity (one of our repositories has 9 character barcodes, and the rest have 
14 character barcodes).  I can also add that during the development of the top 
container module, I was hopeful that we might be able to include the ability to 
validate check digits for a few different barcoding systems as additional 
configuration options.  It was decided not to pursue that option at the time, 
but I imagine that such a thing could definitely be handled in a plugin. I’m 
not entirely sure how it would be handled throughout the application, but I 
expect that it could be baked into the JSON and database schemas.

I wrote a process in XSLT to verify barcode check digits according to the Luhn 
algorithm (https://en.wikipedia.org/wiki/Luhn_algorithm), if that would be of 
interest.  What types of barcodes do you use?  I had been meaning to add the 
barcode-digit check to our EAD validation process at some point anyway, so this 
is a good reminder to do that .  So far, I have just been using that check 
during a project to reconcile item records in our ILS with top container 
records in ArchivesSpace.  In each case, I’ve stumbled across a handful of 
barcodes with invalid check digits, so you’re right that those errors 
definitely will creep in when left unchecked.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Alexander Duryee
Sent: Monday, 24 June, 2019 10:22 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] barcode validation for ASpace

Benn,

It's possible to validate barcodes for length via ASpace by modifying config.rb 
(ref. 
https://github.com/archivesspace/archivesspace/blob/master/docs/user/configuring-archivesspace.md).
  If the min and max values are set to the same length, then barcodes will only 
validate if they're either 0 or that exact length.  You won't need to do 
anything elaborate to implement this - just add the correct values to config.rb 
and restart ASpace, and it'll immediately go into effect.

I'm not aware of anything in ASpace that will do more elaborate validation 
(e.g. verifying that a barcode's check digits are correct); this would likely 
require either a plugin or feature request.

Thanks,
--Alex

On Fri, Jun 21, 2019 at 1:39 PM Benn Joseph 
mailto:benn.jos...@northwestern.edu>> wrote:
Good afternoon,
Over the past few years, our standard procedure when processing a new 
collection has been to barcode the finished boxes and assign those barcodes to 
their Top Containers in ASpace.

ArchivesSpace does a great job of keeping a user from assigning a barcode that 
has already been assigned elsewhere--which we recently discovered after 
mistakenly being given a sheet of piggyback barcodes that had already been 
assigned to various other collections. The system reports an error: “Barcode – 
A barcode must be unique within a repository”. Great!

One thing it doesn’t do is check for valid barcodes against a schema. For 
instance, we try to be very careful about only using barcode scanners to enter 
barcodes into ArchivesSpace, but every now and then one will get entered by 
hand, or there will be an accidental keystroke after scanning. In those cases, 
it would be ideal if ASpace were able to validate this number to ensure that 
it’s correct (I understand that Alma does this using a Codabar 13 validation 
routine, though there are other validation options that would also look for a 
check digit). Would this be a plugin? A feature request? Would it even be 
possible?

The reason it’s important for us to ensure barcode accuracy is that a large 
volume of our collections get sent offsite to a facility that uses GFA as their 
inventory system. So, if we enter the barcode for a box that is incorrect in 
ASpace and GFA records it differently, it ends up being very difficult to 
recall that box if a researcher requests it.

Thanks!
--Benn

Benn Joseph
Head of Archival Processing
Northwestern University Libraries
Northwestern University
www.library.northwestern.edu
benn.jos...@northwestern.edu
847.467.6581
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Re: [Archivesspace_Users_Group] Rights Statement on public user interface

[Custer, Mark]

Dear Freya,

Unfortunately that's right.  The rights statement records (as well as some 
other record types, like event records) do not appear in the public interface 
as far as I'm aware.  They also do not get added to EAD exports (although they 
could, if there were a mapping for that data).

That said, the rights metadata is still available in the public interface for 
display, so that data could be surfaced with a plugin with any version of 
ArchivesSpace.  I don't know of any plugins offhand that do that (maybe others 
on the list do?), but I could come up with a pretty basic one if that's of 
interest.

There is lots of data that can be stored in an ArchivesSpace rights statements, 
though (such as linked agents, acts, external documents, and notes), which 
makes adding them to the PUI a bit of a design challenge. I'll also admit that 
I'm not very familiar with those records in ArchivesSpace. Right now, we only 
use  notes to capture that type of information.

Which fields are you using with your rights statements?

All my best,

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of 
Anderson, Freya N (EED) 
Sent: Tuesday, May 14, 2019 8:17 PM
To: Archivesspace Users Group
Subject: [Archivesspace_Users_Group] Rights Statement on public user interface


Hello all,



It was recently pointed out to me by one of our team, as we rush to get content 
into ArchivesSpace, that the Rights Statement doesn’t show up on the public 
user interface.  We enter it in the Resource, mark every Publish box, and click 
Publish All at the end.  Everything looks fine at the staff end, but no rights 
statement appears for the public.  Is this the way it’s supposed to work?  Is 
there anything we can do so the right statement shows up, other than adding it 
in the Notes?



We’re using LibraryHost to host our instance.



Thanks!

Freya



[cid:image001.png@01D507DF.8CCD64B0]

Freya Anderson

Head, Information Services

Acting Head, Historical Collections

phone: 907.465.1315



Andrew P. Kashevaroff Building

Mail: PO Box 110571, Juneau, AK 99811

Visit: 395 Whittier St., Juneau, AK 99801



email | 
web
 |  sign up for event 
notifications
 | The Information Center for 
Government




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Re: [Archivesspace_Users_Group] Unable to view collections (public interface) after upgrading from 1.5.1 to 2.5.2

[Custer, Mark]

Patrick,

Just taking a quick look at this, I wonder if the issue might have something to 
do with the relationship between the repository record and its corresponding 
corporate agent record?  Do both of those records (the repository record and 
the corporate agent record associated with the repo that owns any affected 
resource records) show up fine in the staff interface?  I've heard of similar 
issues happening, but as it's not happened in our system, I've never seen 
exactly what causes that problem.

Do you have the ability to run SQL queries?  If so, then this query should 
provide the URL suffix that you could use to check out the agent records that 
are linked to each repository record (since I don't think that the staff 
interface surfaces how the two records are connected):

SELECT
CONCAT('/agents/agent_corporate_entity/', id) AS 'url_stub'
FROM
agent_corporate_entity
WHERE
id IN (SELECT  agent_representation_id FROM repository)
;

I don't *think* that those corporate agent records should need to be published 
not to cause an error, although if that's the case then that might be a bug.  
I'm just curious if the agent records show up at all in the staff interface, or 
if editing those records (even just a meaningless edit) will solve the issue in 
the public interface after the indexer picks those up again.  Ditto that the 
repository record itself might need to be re-indexed, but again, I'm just 
guessing since I haven't encountered this issue first hand, although I know it 
has impacted other folks.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Flanagan, Patrick
Sent: Monday, 15 April, 2019 1:58 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Unable to view collections (public 
interface) after upgrading from 1.5.1 to 2.5.2


I've also attempted to step the upgrades down to 2.5.1, 2.4.0, then 2.1.0, to 
see if some aspect of the migration was responsible; but the issue remains 
regardless. The staff interface is not impacted to the best of my knowledge.



Upon clicking any collection in thew new public interface I'm greeted with the 
We're sorry, but something went wrong error message. The log  file indicates 
the following error at the same time:


Apr 15, 2019 11:28:16 AM org.apache.solr.core.SolrCore execute
INFO: [collection1] webapp= path=/select 
params={facet=true=0="=(id:("\/repositories\/2\/top_containers\/1143")+OR+id:("\/repositories\/2\/top_containers\/1144")+OR+id:("\/repositories\/2\/top_containers\/1145")+OR+id:("\/repositories\/2\/top_containers\/1146")+OR+id:("\/repositories\/2\/top_containers\/1147")+OR+id:("\/repositories\/2\/top_containers\/1149"))=AND=true=\=json=-exclude_by_default:true=suppressed:false=500}
 hits=6 status=0 QTime=2
F, [2019-04-15T11:28:16.525748 #54143] FATAL -- : 
[15f88748-5b17-4145-97f9-9fef25df3ba0]
F, [2019-04-15T11:28:16.526196 #54143] FATAL -- : 
[15f88748-5b17-4145-97f9-9fef25df3ba0] ActionView::Template::Error (undefined 
method `[]' for nil:NilClass):
F, [2019-04-15T11:28:16.527030 #54143] FATAL -- : 
[15f88748-5b17-4145-97f9-9fef25df3ba0] 1: <% if @result && 
@result.respond_to?(:metadata) %>
[15f88748-5b17-4145-97f9-9fef25df3ba0] 2:
[15f88748-5b17-4145-97f9-9fef25df3ba0] 3: 
[15f88748-5b17-4145-97f9-9fef25df3ba0] 4: <%= 
JSON.pretty_generate(@result.metadata).html_safe %>
[15f88748-5b17-4145-97f9-9fef25df3ba0] 5: 
[15f88748-5b17-4145-97f9-9fef25df3ba0] 6: <% end %>
F, [2019-04-15T11:28:16.527849 #54143] FATAL -- : 
[15f88748-5b17-4145-97f9-9fef25df3ba0]
F, [2019-04-15T11:28:16.528196 #54143] FATAL -- : 
[15f88748-5b17-4145-97f9-9fef25df3ba0] app/models/resource.rb:104:in `metadata'
[15f88748-5b17-4145-97f9-9fef25df3ba0] app/views/shared/_metadata.html.erb:4:in 
`_app_views_shared__metadata_html_erb___128582640_2336'
[15f88748-5b17-4145-97f9-9fef25df3ba0] 
app/views/layouts/application.html.erb:24:in 
`_app_views_layouts_application_html_erb___683597418_2334'



I investigated a little bit and found a reference to authority ID around that 
line. It's worth noting that this particular institution seems to have 
authority ID blank for every agent, which makes the record look like this in 
the staff interface:



[cid:image001.png@01D4F395.78816690]



This aspect of the problem might be unrelated, but it was the only lead I had.



Any advice would be welcome! I thought I would ask here before heading to Jira 
with it.



Thanks,



~Patrick Flanagan

KLN Applications Administrator

Keystone Library Network Hub
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Re: [Archivesspace_Users_Group] adding controlled value to multipart note

[Custer, Mark]

Lydia,

ArchivesSpace has a variety of "uneditable" controlled value lists that not 
even administrators can edit in the application (the ability to suppress unused 
values from uneditable lists was added after the initial release of 
ArchivesSpace, which is a great feature, but that won't help out for this use 
case).

I believe that there are 30 enumeration lists in total that fit the bill.  
Since I don't know where this documented (aside from the code), here's the full 
list:


  *   accession_parts_relator
  *   accession_sibling_relator
  *   agent_relationship_associative_relator
  *   agent_relationship_earlierlater_relator
  *   agent_relationship_parentchild_relator
  *   agent_relationship_subordinatesuperior_relator
  *   archival_record_level
  *   container_location_status
  *   country_iso_3166
  *   date_certainty
  *   date_type
  *   deaccession_scope
  *   extent_portion
  *   file_version_xlink_actuate_attribute
  *   file_version_xlink_show_attribute
  *   job_type
  *   language_iso639_2
  *   linked_agent_role
  *   linked_event_archival_record_roles
  *   name_person_name_order
  *   note_bibliography_type
  *   note_digital_object_type
  *   note_index_type
  *   note_index_item_type
  *   note_multipart_type
  *   note_orderedlist_enumeration
  *   note_singlepart_type
  *   rights_statement_ip_status
  *   rights_statement_rights_type
  *   subject_term_type

Given that ArchivesSpace generally adheres to DACS for the rest of the 
"note_multipart_type", "note_singlepart_type", and other "note" lists, I think 
that it would make sense to add a feature request for this in JIRA.   Doing 
that would have an impact on imports/exports, etc., but I think that 
harmonizing with the current version of DACS is good goal.  I have to admit 
that I wasn't even aware of the conservation note in DACS, so thanks for 
bringing this up.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Thursday, 11 April, 2019 1:20 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] adding controlled value to multipart note

Hi all,
I'm trying to unravel a mystery...  I'm interested in adding a Conservation 
note (DACS 7.1.3) to the list of controlled value multi-part notes but it seems 
like Multi-part notes are non-configurable, even though other categories are. I 
believe I have the permissions, but creating a new value for this particular 
section doesn't seem possible.  I just wanted to check if others experience 
this and if other also miss having a Conservation (different than Processing) 
note?  Thanks!

Lydia
--
Dr. Lydia Tang, CA, DMA, MLIS
Special Collections Archivist-Librarian
Philosophy, Aesthetics, and Ethics Bibliographer
Michigan State University Libraries
366 W. Circle Drive (DB 6)
East Lansing, MI 48824-1048
Email: lta...@msu.edu
Phone: 517-884-8984

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Re: [Archivesspace_Users_Group] Extent Total

[Custer, Mark]

Danielle,

I’ve had to do something similar recently, so I’ve pared down the query that I 
used to just grab a few bits of data in the Resource table and then combine 
that with any extent information associated with those Resource records.  The 
output is one row per Resource.  If the Resource has multiple extent 
statements, then those multiple extent statements will be separated in the same 
cell with a “; “ (that’s the “group_concat” part in the SQL query).  For 
readability, I’ll include a link to the query that I used here:

https://gist.github.com/fordmadox/ebb36454bcbcca6f0dfff5829c948506

There are lots of other tables that you might want to join, though, so as Alex 
mentions the queries can become quite complex.

I hope that helps, but let us know either way!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Alexander Duryee
Sent: Tuesday, 26 February, 2019 10:11 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Extent Total

Danielle,

It's probably possible to do this via SQL queries, but it would require a 
fairly complex query to effectively rebuild the Resource record.  It would 
likely be easier to do this via requests against the API, which can return a 
list of all Resources in a repository; from there, you can query those 
Resources and extract their Extents.

After logging in via the API, you can use this endpoint to get a list of all 
Resources in a given repository:
https://[your-ASpace-API-address-here]/repositories/[repository_id]/resources?all_ids=true
(removing the brackets when substituting in your API address and repo ID)

This will return a list of Resource IDs.  You can pass each one to the Resource 
endpoint:
https://[your-ASpace-API-address-here]/repositories/[repository_id]/resources/[resource_id]
(again, removing brackets)

This will return the full JSON representation of the Resource.  The extent 
metadata lives in the 'extents' field; from there, you can extract the 
information that you need (e.g. the extent number, container summary, extent 
type, etc.).

Hope this helps - if you haven't worked with the API before, I'll be happy to 
send along tutorials/resources.

Thanks!
--Alex


On Mon, Feb 25, 2019 at 6:05 PM Danielle Butler 
mailto:dbut...@cals.org>> wrote:
I am trying to query our MySQL database to get a list of resource identifiers 
with corresponding extent numbers. I have been fighting with it for a while and 
I can get a list of extent numbers with no associated resource information with 
included extents for accessions. With no apparent way to discern which is which 
(I don’t want both accessions and resource extent data because the data with be 
duplicative for processed collections). I can get a list of resources, but 
without extent info. Does anyone know of a way to get both out of the database?

Thanks,

Danielle Butler, CA | Archivist
Butler Center for Arkansas Studies | Central Arkansas Library System
www.butlercenter.org
100 Rock Street
Little Rock, AR 72201
501-320-5724

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--
Alexander Duryee
Metadata Archivist
New York Public Library
(917)-229-9590
alexanderdur...@nypl.org
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Re: [Archivesspace_Users_Group] Resource records not showing up

[Custer, Mark]

Chelsee,

In case you don't have immediate access to the server to force a full re-index, 
check out the Background Job pages (or Import Job pages, depending on which 
version of ASpace you're using).  Even though the job can have a status of 
"Completed," it's possible that no records were ingested.  If records were 
ingested, though, then you should be able to click on any of the links directly 
on the background job page, under the New and Modified Records heading (e.g. 
http://test.archivesspace.org/staff/jobs/1992, log in with user=admin and 
password=admin, and scroll to the bottom of that page).  After doing that, try 
editing the top-level Resource record and re-saving it (just a meaningless edit 
will do, like adding and then removing a space to the Resource's title).  I 
don't know why, but we have at least one finding aid that generally requires us 
to edit it like this before it gets re-indexed.

I think you'll need to follow Blake's advice to re-index everything, but you 
might also be able to get some of those newly-ingested finding aids to be 
indexed by opening them in the staff interface and re-saving them one at a time.

I hope that helps,

Mark


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Blake Carver
Sent: Sunday, 27 January, 2019 8:17 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Resource records not showing up


Most likely a problem with your index.

I would force a full reindex and see if that fixes things.

Stop ArchivesSpace

Delete everything in the /data/ directory. (yes, everything. no, you don't need 
anything inside there. yes, you need the actual directory.)

Start ArchivesSpace

Wait until it finishes up indexing and see if the records are back. That takes 
somewhere between 3 minutes and 3 days depending on how many records you have 
and how powerful of a server you're running on there.



If they're not back, look at the file in /logs/ archivesspace.out and see if 
you can find any lines with ERROR or also FATAL, those lines should provide 
clues. This location assumes you're running on Linux, logs seem to end up 
different places on Windows sometimes.


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Chelsee Boehm 
mailto:chelsee.bo...@ishs.idaho.gov>>
Sent: Saturday, January 26, 2019 5:27:50 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Resource records not showing up


Hi all,



I searched the List's Archives to see if I could find an answer to this 
question, and I didn't see anything, so I hope I am not asking pretty obvious 
or repeat question.



I am currently working on linking related Accession and Resource records before 
we launch our public site.



I was searching for a few specific Resource records, and could not find any of 
them. I checked back on my import jobs, and I can see where I successfully 
imported those records, but when I search for them they've done some sort of 
magic disappearing act!



I managed to find one of the Resource records from the troubled batch, as it 
had earlier been linked to it to an Accession record. I can click into that 
Resource record, and everything looks fine, but when I search for it, it still 
does not show up.



Does anyone have any ideas on what the problem might be?



Thanks everyone!



[cid:image001.png@01D3C83A.88E20AD0]

Chelsee Boehm, MA

Archivist Technician

(208) 514-2318

2205 Old Penitentiary Rd.

Boise, ID 83712



HISTORY.IDAHO.GOV



Preserving the past, enriching the future.


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[Archivesspace_Users_Group] The ArchivesSpace PUI in 2019

[Custer, Mark]

Happy New Year, and happy Wednesday:

I wanted to follow up on this blog post, 
https://archivesspace.org/archives/2534, now that Yale is using the 
ArchivesSpace Public Interface in production.

Every once in a while, I run a few online searches to see who else is using the 
public interface.  Back in November 2017, I had found 48 different sites (with 
about 9 of those sites that looked to be testing the waters).  As of today, I 
have found ... drum roll... :


  *   153 total sites using the PUI
  *   133 using ArchivesSpace 2.1 or newer, with about 10 of those perhaps 
still in beta (but I've added any site that I could find with an online search)
  *   6 using Aeon for requesting
  *   4 outside of the U.S

Here's a link to the document where I've been keeping track of the sites:
https://docs.google.com/spreadsheets/d/1IVDp_tN6swURAZr0o-OG5pHwQiZP2oTwnp436WYaB9w/edit?usp=sharing

I've updated that document so that anyone should be able to make edits, so feel 
free to correct any data that's there, add something, delete, etc.

At Yale, in the next couple of months we are looking to make a few changes to 
the "Collection Organization" / single-scroll view.  We'll write back to the 
list once we have more to share about that. I'm curious if there are any other 
institutions looking to make changes to general functionality in the public 
interface, whether in regards to searching, indexing, digital object 
integration, HTML or PDF displays, etc.

I also just wanted to write back now that there are over 100 sites using 
ArchivesSpace as a public interface.  That's really cool!

All my best, and I look forward to seeing where folks take the PUI in the near 
future.

Mark
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Re: [Archivesspace_Users_Group] when component has multiple container instances, PDF displays only the last one

[Custer, Mark]

Julie,

It looks to me like this works as expected in a vanilla instance of the ASpace 
PUI.  See http://test.archivesspace.org/repositories/2/resources/45 (complete 
aside:  it's great that LYRASIS keeps this test site up, especially for testing 
purposes!).  I just mocked up an example, and here is the output for one of the 
archival objects:

Box 1; Folder 1 (Mixed Materials)
Box 2; Folder 1-6 (Mixed Materials)

The Harvard PDFs are pretty customized (and they look great and load very 
quickly, by the way!), so I'd expect that there might be some small issue 
that's just causing the last instance to be grabbed when it's creating the 
array of instances (either that or it could be a display issue in the view?).

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Wetherill, Julie M.
Sent: Tuesday, 15 January, 2019 12:24 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] PUI: when component has multiple container 
instances, PDF displays only the last one


All,



We noticed recently that the PUI PDF is not displaying all top container data 
for a component. For example, a particular component has 8 physical containers 
defined as follows:


Box: 1 (Mixed Materials)
Box: 13 (Mixed Materials)
Box: 19 (Mixed Materials)
Box: 21 (Mixed Materials)
Box: 23 (Mixed Materials)
Box: 26 (Mixed Materials)
Box: 27 (Mixed Materials)
Box: 49 (Mixed Materials)


In the PUI, all of these top containers display OK but in the PUI PDF, only the 
last one displays:


Personal and professional correspondence, circa 1960-2004
Identifier: Box 49
Date: circa 1960-2004

The number of top containers does not matter -- this happens if there are 2 
physical containers or 20; always it's the last container only that displays in 
the PDF.

Anyone else experience this? Any solutions? Thanks. --julie



Julie Wetherill

Library Technology Services

Harvard University
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Re: [Archivesspace_Users_Group] PUI question: external indexing of container list tree link text

[Custer, Mark]

John,

Exactly what Steve said!

As an aside, one thing that I thought about (quite a while back now, I guess it 
was) was adding those mappings to the JSON-LD metadata that are currently only 
applied on Resource, Repository, and Agent pages within the PUI (if you view 
the source of a Resource landing page, for example, you’ll see a bit of JSON-LD 
at the very top).  In other words, the Resource JSON-LD could have 
https://schema.org/hasPart statements which would include the URL of the 
immediate archival object children.  But, that could result in a lot of extra 
data since sometimes folks have very, very flat hierarchies (e.g. 10,000 
children archival objects all attached to 1 resource record…. yikes!). Because 
of that very real possibility, it might be a better mapping strategy not to use 
hasPart in ASpace, but instead to just add a single https://schema.org/isPartOf 
to each archival object page, but then I don’t think that would help your use 
case.

We haven’t done this just yet, but I was planning to add a readme file in 
Github that just lists out all of the EAD files for this sort of aggregation 
purpose.  E.g. 
https://github.com/YaleArchivesSpace/Archives-at-Yale-EAD3/blob/master/med-ead/README.md
   We’re not using the OAI endpoint right now, though, since we post-process 
and validate our EAD files after export.  For folks who are using it, then that 
would be a very good way to get the data harvested.

As for search engines indexing at a deep level in the PUI, I suspect that could 
be an issue. It would probably be best if the PUI had sitemaps out of the box.  
That said, we have a LOT of archival objects being indexed by Google in our 
instance of the PUI, but I don’t think the crawler is getting the entire 
finding aids (as long as they get all of the Resources, I’m happy for now).  
I’d expect that a sitemap would be best for ensuring that, but I’ve honestly no 
clue in this day and age of the Web!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Friday, 04 January, 2019 11:04 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] PUI question: external indexing of 
container list tree link text


I would suggest crawling the OAI endpoint for indexing, but linking to the PUI 
record.
oai_ead metadata just EAD in an OAI wrapper, and has the complete resource tree.
The problem with that is that not everyone may have configured OAI or made it 
public.

But yes: that’s a problem with progressive web apps: all of the data you want 
indexed isn’t in the page.
I wonder if there is a way thru google webmaster console or sitemaps to 
configure this sort of action, i.e.
Use this other URL to index this resource.

— Steve Majewski




On Jan 4, 2019, at 9:59 AM, Rees, John (NIH/NLM) [E] 
mailto:re...@mail.nlm.nih.gov>> wrote:

Hi all,

I administer a finding aids aggregation service that in part scrapes 
HTML-source code as a data input and I am looking for some advice/start a 
conversation.

Several of our contributing repositories with this data type moved to 
ArchivesSpace in 2018 and we are not able to crawl ASpace’s 
collection_organization#tree source which seems to be the only organized view 
of container list data. As many of you probably know these are coded as URIs in 
the HTML-source and are only rendered as visible text at runtime via javascript 
and css in the browser.

Our crawler cannot translate these HTML-source URIs into text that it can 
index. The only workaround we’ve been able to find is indexing the PDF view, 
but not everyone implements this feature. Additionally, our crawler sometimes 
times out on large PDFs as it can take ASpace a while to generate them at 
runtime.

I’m also wondering if PUI implementers have noticed any issues with other 
search engines having difficulty indexing their PUI content at a full-document 
level?

I searched the Jira backlog and PUI Enhancements wikispace and did not find 
anything specifically addressing this use case.

Thanks,
John


John P. Rees
Archivist and Digital Resources Manager
History of Medicine Division
National Library of Medicine
301-827-4510


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Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload

[Custer, Mark]

Caitlin,

I was just writing back to say exactly what Brian just mentioned!  Attached is 
a copy of the CSV file that I was able to import. 

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Brian Harrington
Sent: Thursday, 20 December, 2018 3:10 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload

If you open a CSV in Excel, it always helpfully reformats the date.  Sigh.

I think the specific error you were getting was due to the lack of an 
agent_type.  Try adding “agent_person” there.  You will also need to fill in 
agent_name_name_order (“indirect”), move the name to agent_name_primary_name, 
and then add either an agent_name_source or and agent_name_rules.  (I used 
“dacs” in agent_name_rules).  Then the csv should load.  :-)

I’d say this needs to be better documented somewhere, but then I’d feel guilty 
for not having written it up myself.

Brian

— 
Brian Harrington
Migration Specialist
LYRASIS
brian.harring...@lyrasis.org
Skype: abbistani


> On Dec 20, 2018, at 2:58 PM, Caitlin Wells  wrote:
> 
> Yes, it should be, and was when I saved the document. Is it not displaying as 
> -MM-DD?
> 
> On Thu, Dec 20, 2018 at 2:53 PM Busch, Ed  wrote:
> Does the date need to be -MM-DD rather than MM-DD-?
> 
>  
> 
> Ed Busch, MLIS
> 
> Electronic Records Archivist
> 
> Michigan State University Archives
> 
> Conrad Hall
> 
> 943 Conrad Road, Room 101
> 
> East Lansing, MI 48824
> 
> 517-884-6438
> 
> busch...@msu.edu
> 
>  
> 
>  
> 
>  
> 
> From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
>  On Behalf Of 
> Caitlin Wells
> Sent: Thursday, December 20, 2018 2:45 PM
> To: Archivesspace Users Group 
> 
> Subject: Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload
> 
>  
> 
> Spreadsheet attached! It only has one record, but that one record is giving 
> me the same error message as the full sheet. 
> 
> 
> Caitlin
> 
>  
> 
> On Thu, Dec 20, 2018 at 2:09 PM Custer, Mark  wrote:
> 
> Caitlin,
> 
>  
> 
> It looks like that error means that the conversion process is trying to 
> replace some text (using “sub”), but there’s no text there at the point that 
> it’s trying to do the replacement (hence the “nil” part).  Hard to say 
> exactly what would be causing that without seeing the CSV file, though.  
> Looking at the code, it seems likely that it could be caused by a date or an 
> agent link, perhaps.  The dates are transformed a bit during the process, so 
> I’d review those first (the accession dates, and any event-related dates)
> 
>  
> 
> If it’s completely unclear what could be causing the issue when reviewing the 
> file, one strategy is just to delete half of the rows, and then try the 
> import again.  If it fails, delete half and try again.  Of course, that’s 
> hoping that not every row has the same issue, but that’s good to know, too 
> 
>  
> 
> Mark
> 
>  
> 
>  
> 
>  
> 
> From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
> [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
> Hughes, Maggie
> Sent: Thursday, 20 December, 2018 11:22 AM
> To: Archivesspace Users Group 
> 
> Subject: Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload
> 
>  
> 
> Hi Caitlin,
> 
>  
> 
> I never know what the error messages mean, but it is probably something 
> within the spreadsheet. Are you able to send the CSV (or a sample of it, esp. 
> if it contains sensitive data)?
> 
>  
> 
> Maggie
> 
>  
> 
> From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
>  On Behalf Of 
> Caitlin Wells
> Sent: Thursday, December 20, 2018 7:54 AM
> To: Archivesspace Users Group 
> 
> Subject: [Archivesspace_Users_Group] Problems with Accessions CSV upload
> 
>  
> 
> Hi all,
> 
>  
> 
> I'm trying to upload accessions via the CSV and keep getting the same error. 
> Every time I try to run the background job, it fails and I get the following 
> message:
> 
>  
> 
> Error: #NoMethodError: undefined method `sub for nil:NilClass 
> 
>  
> 
> What does this error message mean? Is there an easy fix for this that I can 
> do within the spreadsheet and without a programmer? 
> 
>  
> 
> Best,
> Caitlin
> 
>  
> 
> --
> 
> Caitlin R. Wells
> 
> Collection Services Librarian, Special Collections Research Center
> 
> University of Michigan, Ann Arbor 48109
> 
> P: (734) 763-7901
> 
> ___

Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload

[Custer, Mark]

Caitlin,

It looks like that error means that the conversion process is trying to replace 
some text (using “sub”), but there’s no text there at the point that it’s 
trying to do the replacement (hence the “nil” part).  Hard to say exactly what 
would be causing that without seeing the CSV file, though.  Looking at the 
code, it seems likely that it could be caused by a date or an agent link, 
perhaps.  The dates are transformed a bit during the process, so I’d review 
those first (the accession dates, and any event-related dates)

If it’s completely unclear what could be causing the issue when reviewing the 
file, one strategy is just to delete half of the rows, and then try the import 
again.  If it fails, delete half and try again.  Of course, that’s hoping that 
not every row has the same issue, but that’s good to know, too 

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hughes, Maggie
Sent: Thursday, 20 December, 2018 11:22 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Problems with Accessions CSV upload

Hi Caitlin,

I never know what the error messages mean, but it is probably something within 
the spreadsheet. Are you able to send the CSV (or a sample of it, esp. if it 
contains sensitive data)?

Maggie

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Caitlin Wells
Sent: Thursday, December 20, 2018 7:54 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Problems with Accessions CSV upload

Hi all,

I'm trying to upload accessions via the CSV and keep getting the same error. 
Every time I try to run the background job, it fails and I get the following 
message:

Error: #NoMethodError: undefined method `sub for nil:NilClass

What does this error message mean? Is there an easy fix for this that I can do 
within the spreadsheet and without a programmer?

Best,
Caitlin

--
Caitlin R. Wells
Collection Services Librarian, Special Collections Research Center
University of Michigan, Ann Arbor 48109
P: (734) 763-7901
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Re: [Archivesspace_Users_Group] Another Reordering Question

[Custer, Mark]

Miloche,

That is some first-rate documentation! Thank you. I almost always forget how to 
select multiple adjacent records since I so rarely do that (and switching 
between CTRL and Shift is not so intuitive, and I always try to start with the 
Shift key).

I’m going to print out your email and post it near my computer right now.  I’ll 
probably print out a few for colleagues, too 

Thanks again,

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Kottman, Miloche
Sent: Tuesday, 27 November, 2018 5:00 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Another Reordering Question

VivianLea,

If you are using a version of ArchivesSpace that has the “Enable Reorder Mode” 
button, the ctrl+shift+click doesn’t work like it does in other windows 
programs.  Instead do the following to select multiple records:

Multiple records NOT adjacent:

  1.  In reorder mode, hold down  key and click on the two columns of 
dots at the far left of the first record you want to move. This should 
highlight your selected title
  2.  Hold down the  key and click on the two columns of dots at the far 
left of the second record you want to move. This should highlight your second 
selected title and provide a numeric designation of the order that the titles 
will be moved
[cid:image001.jpg@01D48676.1B69F9E0]

  1.  Continue until you’ve selected all the title you want to move then drag 
them to the appropriate location

Multiple records that are adjacent:

  1.  In reorder mode, hold down  key and click on the two columns of 
dots at the far left of the first record you want to move. This should 
highlight your selected title
  2.  Let go of the  key
  3.  Hold down the  key and click on the last record in the list you 
want to move.  This will highlight and enumerate all the records between the 
first and last record you selected
[cid:image002.jpg@01D48676.1B69F9E0]

  1.  Drag the records to the appropriate location as usual

--Miloche

••
Miloche Kottman
Head of Cataloging & Archival Processing
University of Kansas Libraries
Lawrence, KS 66045
mkott...@ku.edu
785-864-3916



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Solek, VivianLea
Sent: Tuesday, November 20, 2018 1:27 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Another Reordering Question

I believe the answer to my last post was “it was a pre-Thanksgiving mental 
fit.”  After posting I went back in and it had reappeared.

So the next question is, when reading the manual, it says that you can select 
multiple items by using the ctrl+click.  However, when I use that combination 
(or shift+click or alt+click, it justs open another browser tab with the same 
page.  Is this a bug that has been identified?  I’m in version 2.4.1 and we are 
self-hosting.

Many thanks!
VivianLea

VivianLea Solek
Archivist
Knights of Columbus Supreme Council Archives

Knights of Columbus Museum
1 State Street
New Haven, CT 06511-6702
Phone 203 752-4578
Fax 203 865-0351

CONFIDENTIALITY NOTICE: This message and any attachments may contain 
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and its attachments from your system without keeping a copy. Unless expressly 
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Re: [Archivesspace_Users_Group] Bibliography note not displaying in PUI

[Custer, Mark]

Stephen, all:


Of course, right after I send the previous message, I tried to replicate the 
issue in yet another instance of ASpace, and everything works as expected there 
(well, aside from the fact that the index notes don't display very nicely in 
the PUI).  See 
http://sandbox.archivesspace.org/public/repositories/2/resources/4


I did run into the same issue that you did when trying to replicate the issue 
in Yale's instance of ASpace (version 2.4.1, so a little bit behind the version 
where I know for sure that it works, but I'm also pretty sure that it worked in 
version 2.1, as well).  I'm not sure if that's because the bibliography note 
isn't getting index in the first place or what, but I think we'll need to check 
the logs as Blake suggested.


Anyhow, hopefully we can figure things out soon.


Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Custer, 
Mark 
Sent: Tuesday, November 27, 2018 9:23:13 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Bibliography note not displaying in PUI


Stephen,


This looks like a bug to me.  I haven't had much time to look into it, but I 
have managed to replicate the issue and it appears to affect both the PUI *and* 
the EAD exports, as you note. The second part is very strange, since I know 
that I've tested those notes via EAD exports a few years ago.  So, not sure if 
this is something new that's cropped up (which it seems to be, since I also 
thought that the PUI part worked in a previous version, though I've yet to 
verify that so I could be mistaken), or if it's a bug that's gone unnoticed for 
a long time.


Anyhow, I'd suggest creating a JIRA report specifically for the issue about the 
bibliography notes (or I can do that by the end of the week, once I have a bit 
more time to dig into this). I'm going to try to test a few more things this 
week to see if I can't figure out what's going on.


Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Blake 
Carver 
Sent: Wednesday, November 21, 2018 7:57:53 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Bibliography note not displaying in PUI


Have a look in your logs, what's the error reported there?


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Stephen 
Innes 
Sent: Tuesday, November 20, 2018 8:48:20 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Bibliography note not displaying in PUI


I note that this issue appears to have been partially resolved with 
AR-1803<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Farchivesspace.atlassian.net%2Fbrowse%2FAR-1803=02%7C01%7Cmark.custer%40yale.edu%7C32a11c74ea714bd731b208d65473e2c2%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636789254042515517=GWF9WsK8DfYODZ7Ub%2FBhA%2F1t0Z8dW2iwZnPWLjhCWlM%3D=0>.
 However, our Bibliography notes are not currently displaying in the PUI, eg in 
this record:



https://archives.library.auckland.ac.nz/repositories/2/resources/668<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Farchives.library.auckland.ac.nz%2Frepositories%2F2%2Fresources%2F668=02%7C01%7Cmark.custer%40yale.edu%7C32a11c74ea714bd731b208d65473e2c2%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636789254042525527=JjxTfRXZhyDawrYKjKzx4G1o1%2BGDIo7IZealIF9SihM%3D=0>



Attached is a screenshot of the Bibliography note for this resource: Cuthbert 
family papers. MSS & Archives 2003/6.



Also, the AS staff interface does not seem to be exporting this note either, as 
can be seen in the attached EAD record for the resource.



Can someone update us on the status of this bug or suggest a solution?





Regards,





Stephen Innes

Team Leader, Cultural Collections (Special Collections)

General Library, Te Herenga Mātauranga Whānui

The University of Auckland

Private Bag 92019

Auckland 1142

New Zealand

Telephone (649) 373-7599 ext. 88062 | Fax (649) 373-7565

Website: 
http://www.library.auckland.ac.nz/about-us/collections/special-collections/general-library<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.library.auckland.ac.nz%2Fabout-us%2Fcollections%2Fspecial-collections%2Fgeneral-library=02%7C01%7Cmark.custer%40yale.edu%7C32a11c74ea714bd731b208d65473e2c2%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636789254042525527=5zrFC7LNzJbf22lQ4dVRoBGrSq%2BRAHghRDZnfjzVBi8%3D=0>

Online exhibition: Special Collections First World War Centenary 
2014-2018<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.specialcollections.auckland.ac.nz%2Fww1-centenary=02%7C01%7Cmark.custer%40yale.edu%7C32a11c74ea714bd731b208d65473e2c2%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636789254042535523=INBDZFtGnsJsD9vQ3bRPcXom3

Re: [Archivesspace_Users_Group] Bibliography note not displaying in PUI

[Custer, Mark]

Stephen,


This looks like a bug to me.  I haven't had much time to look into it, but I 
have managed to replicate the issue and it appears to affect both the PUI *and* 
the EAD exports, as you note. The second part is very strange, since I know 
that I've tested those notes via EAD exports a few years ago.  So, not sure if 
this is something new that's cropped up (which it seems to be, since I also 
thought that the PUI part worked in a previous version, though I've yet to 
verify that so I could be mistaken), or if it's a bug that's gone unnoticed for 
a long time.


Anyhow, I'd suggest creating a JIRA report specifically for the issue about the 
bibliography notes (or I can do that by the end of the week, once I have a bit 
more time to dig into this). I'm going to try to test a few more things this 
week to see if I can't figure out what's going on.


Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Blake 
Carver 
Sent: Wednesday, November 21, 2018 7:57:53 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: Re: [Archivesspace_Users_Group] Bibliography note not displaying in PUI


Have a look in your logs, what's the error reported there?


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Stephen 
Innes 
Sent: Tuesday, November 20, 2018 8:48:20 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Bibliography note not displaying in PUI


I note that this issue appears to have been partially resolved with 
AR-1803.
 However, our Bibliography notes are not currently displaying in the PUI, eg in 
this record:



https://archives.library.auckland.ac.nz/repositories/2/resources/668



Attached is a screenshot of the Bibliography note for this resource: Cuthbert 
family papers. MSS & Archives 2003/6.



Also, the AS staff interface does not seem to be exporting this note either, as 
can be seen in the attached EAD record for the resource.



Can someone update us on the status of this bug or suggest a solution?





Regards,





Stephen Innes

Team Leader, Cultural Collections (Special Collections)

General Library, Te Herenga Mātauranga Whānui

The University of Auckland

Private Bag 92019

Auckland 1142

New Zealand

Telephone (649) 373-7599 ext. 88062 | Fax (649) 373-7565

Website: 
http://www.library.auckland.ac.nz/about-us/collections/special-collections/general-library

Online exhibition: Special Collections First World War Centenary 
2014-2018


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Re: [Archivesspace_Users_Group] Print to PDF job failing

[Custer, Mark]

Zach,

In case it helps, I dug up an old ASpace SQL query to look for those namespace 
prefixes (turns out that we still have 3 of those lurking around that I need to 
fix later this week!).  

Anyhow, here it is:

select resource.id as resourceid, resource.ead_id, archival_object.id as aoid, 
archival_object.root_record_id, convert(notes using utf8) as jsonnote
from note
left join resource on resource.id = note.resource_id
left join archival_object on archival_object.id = note.archival_object_id
where notes like '%ns2:%';

Maybe you'll see some patterns there  with the files that do work vs. those 
that don't work.  If so, let us know, since that might provide some clues on if 
there's more work that can be done on the XML cleaning process during the 
ASpace export process.

All my best,

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Zachary L Pelli
Sent: Monday, 26 November, 2018 4:08 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Mark,

Thanks for all the help. The archivist who raised the issue said she was able 
to run the "Print to PDF" job on multiple other collections successfully. I am 
unsure whether or not other collections are affected by this, but my guess is 
there are others. I'll try running some queries tomorrow and see what I find.

Regards,
Zach

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Monday, November 26, 2018 3:42 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Zach, 

No, sorry.  That bit of SQL was run against the Archivists' Toolkit database, 
not ASpace.   In ASpace, the SQL update would look quite a bit different, and 
given how the notes are stored in ASpace, it might be a bit tricky.  

I'm not sure what the best way would be to address that in ArchivesSpace.  Has 
anyone else handled it there?  

Two of my colleagues, Alicia and Christy, have run a few different API updates 
on notes in ASpace, so they'd have more experience about that than I do at this 
point.  In general, though, our usual approach would be to write an SQL query 
in ASpace to figure out where all of the issues are, and then turning to the 
API to try and fix those issues as safely as possible (but even that requires a 
lot of testing, since it's easy to mess things up when working in bulk, so we 
always test any new updates a few times before running it in our production 
system).

If I recall correctly, someone added a nice fix for this at some point directly 
in ArchivesSpace that helps clean things up during the export process.  I don't 
recall what/where that file is at the moment, though.  I think it would 
probably be best to try to figure out why that process is not cleaning things 
up as expected in this particular case and then adding a fix for it there. 

Zach, is this happening in a lot of your files, or just this one (or some 
subset)?

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Zachary L Pelli
Sent: Monday, 26 November, 2018 3:26 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Mark,

Regarding my instance in particular, would you recommend running that SQL 
block? I do not see a way to edit the XML from within AS itself, so I'm 
thinking that leaves the mysql DB or through the API.

Regards,
Zach

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Monday, November 26, 2018 2:59 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Lydia, all:

I don't know if it's a bug with the AT migrator, but I have raised this issue 
in 2014 when providing (a lot!) of feedback about the AT migration process.  
There are a couple of complicated issues, namely:

All of those xlink namespace prefixes are treated and stored as text, not as 
XML (in both the AT and ASpace).  So, it can be a bit dangerous and inefficient 
to change them in bulk.  I had hoped that the migration tool would address that 
issue, but the decision at the time was not to have the migration tool do this. 
 Because of that, we decided to address this prior to our migration with the 
following (albeit inelegant) SQL update:  
https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2FYaleArchivesSpace%2FmigrationSQL%2Fblob%2Fmaster%2FAllDatabasesPreMigration.sql%23L1-L26data=02%7C01%7Cmark.custer%40yale.edu%7Cd6c8ba8235814427e9a708d653e33f5a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788632868575733sdata=NSLLhJrJzC5gj2ImscUr0H5dz6Tq92DbXd%2BNt2pIvIM%3Dreserved=0
  (that largely did the t

Re: [Archivesspace_Users_Group] Print to PDF job failing

[Custer, Mark]

Zach, 

No, sorry.  That bit of SQL was run against the Archivists' Toolkit database, 
not ASpace.   In ASpace, the SQL update would look quite a bit different, and 
given how the notes are stored in ASpace, it might be a bit tricky.  

I'm not sure what the best way would be to address that in ArchivesSpace.  Has 
anyone else handled it there?  

Two of my colleagues, Alicia and Christy, have run a few different API updates 
on notes in ASpace, so they'd have more experience about that than I do at this 
point.  In general, though, our usual approach would be to write an SQL query 
in ASpace to figure out where all of the issues are, and then turning to the 
API to try and fix those issues as safely as possible (but even that requires a 
lot of testing, since it's easy to mess things up when working in bulk, so we 
always test any new updates a few times before running it in our production 
system).

If I recall correctly, someone added a nice fix for this at some point directly 
in ArchivesSpace that helps clean things up during the export process.  I don't 
recall what/where that file is at the moment, though.  I think it would 
probably be best to try to figure out why that process is not cleaning things 
up as expected in this particular case and then adding a fix for it there. 

Zach, is this happening in a lot of your files, or just this one (or some 
subset)?

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Zachary L Pelli
Sent: Monday, 26 November, 2018 3:26 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Mark,

Regarding my instance in particular, would you recommend running that SQL 
block? I do not see a way to edit the XML from within AS itself, so I'm 
thinking that leaves the mysql DB or through the API.

Regards,
Zach

-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Custer, 
Mark
Sent: Monday, November 26, 2018 2:59 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Lydia, all:

I don't know if it's a bug with the AT migrator, but I have raised this issue 
in 2014 when providing (a lot!) of feedback about the AT migration process.  
There are a couple of complicated issues, namely:

All of those xlink namespace prefixes are treated and stored as text, not as 
XML (in both the AT and ASpace).  So, it can be a bit dangerous and inefficient 
to change them in bulk.  I had hoped that the migration tool would address that 
issue, but the decision at the time was not to have the migration tool do this. 
 Because of that, we decided to address this prior to our migration with the 
following (albeit inelegant) SQL update:  
https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2FYaleArchivesSpace%2FmigrationSQL%2Fblob%2Fmaster%2FAllDatabasesPreMigration.sql%23L1-L26data=02%7C01%7Cmark.custer%40yale.edu%7Cb18d86b62ff4402c74c708d653dd6ef7%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788607928715851sdata=zitl0BNm4TsJbInSEH2Lpsq4B2b7o9BS%2F8ZqGi8YNLU%3Dreserved=0
  (that largely did the trick, if I recall correctly).

All of those @target attributes are also stored as text.  That was a lot 
messier, so the AT migration tool eventually added the ability to keep the ID 
values as is (e.g. "ref33" ==> "ref33") during the migration process, but you 
had to pass that argument (with the "-refid_original" flag) to the migration 
tool to keep those values as is.

Anyhow, given the complexities of the migrations, it's hard to say what's a bug 
and what's behaving as expected (at least it's hard for me to remember 
everything involved).  That said, Maureen did an AMAZING job of writing up our 
steps:  
https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcampuspress.yale.edu%2Fyalearchivesspace%2F2015%2F06%2F14%2Fmigration-step-by-step%2Fdata=02%7C01%7Cmark.custer%40yale.edu%7Cb18d86b62ff4402c74c708d653dd6ef7%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788607928715851sdata=wrC%2BCtod5QST%2F4dVjM6g6g9PGt3iBS932frIgp45hik%3Dreserved=0
 .  If anything in there is something that can be fixed with the AT migration 
tool, I'd be happy to provide more feedback on those tickets.  That said, I'm 
honestly not sure how best to capture those there at this point (and I think / 
assumed that all of those issues were recorded in a previous bug/feature 
tracking system used by ASpace).

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Monday, 26 November, 2018 1:23 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Hi Zach, Ed, and Mark,
It sounds like this is a bug with the A

Re: [Archivesspace_Users_Group] Print to PDF job failing

[Custer, Mark]

Lydia, all:

I don't know if it's a bug with the AT migrator, but I have raised this issue 
in 2014 when providing (a lot!) of feedback about the AT migration process.  
There are a couple of complicated issues, namely:

All of those xlink namespace prefixes are treated and stored as text, not as 
XML (in both the AT and ASpace).  So, it can be a bit dangerous and inefficient 
to change them in bulk.  I had hoped that the migration tool would address that 
issue, but the decision at the time was not to have the migration tool do this. 
 Because of that, we decided to address this prior to our migration with the 
following (albeit inelegant) SQL update:  
https://github.com/YaleArchivesSpace/migrationSQL/blob/master/AllDatabasesPreMigration.sql#L1-L26
  (that largely did the trick, if I recall correctly).

All of those @target attributes are also stored as text.  That was a lot 
messier, so the AT migration tool eventually added the ability to keep the ID 
values as is (e.g. "ref33" ==> "ref33") during the migration process, but you 
had to pass that argument (with the "-refid_original" flag) to the migration 
tool to keep those values as is.

Anyhow, given the complexities of the migrations, it's hard to say what's a bug 
and what's behaving as expected (at least it's hard for me to remember 
everything involved).  That said, Maureen did an AMAZING job of writing up our 
steps:  
https://campuspress.yale.edu/yalearchivesspace/2015/06/14/migration-step-by-step/
 .  If anything in there is something that can be fixed with the AT migration 
tool, I'd be happy to provide more feedback on those tickets.  That said, I'm 
honestly not sure how best to capture those there at this point (and I think / 
assumed that all of those issues were recorded in a previous bug/feature 
tracking system used by ASpace).

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Monday, 26 November, 2018 1:23 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Hi Zach, Ed, and Mark,
It sounds like this is a bug with the AT Migrator.  Would you be willing to 
create a bug report for this in JIRA?  On a quick search, it didn’t seem like 
this issue has been logged yet.
https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Farchivesspace.atlassian.net%2Fsecure%2FDashboard.jspadata=02%7C01%7Cmark.custer%40yale.edu%7C773babf6349f4b3622dc08d653cc2c5a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788533731893576sdata=mbYCBrPIttccGrW%2FfPF6mUx5uFHy8TEQDHXMsIicCSA%3Dreserved=0
It would be great if you could include in the tags “ATMigrator.”  Thanks!
Lydia
-on behalf of Dev. Pri.

From:  on behalf of 
"Custer, Mark" 
Reply-To: Archivesspace Users Group 

Date: Monday, November 26, 2018 at 12:36 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

Removing the ns2: prefix altogether should work, as should updating those ns2: 
prefixes to be xlink: prefixes (but it’s not good to have that in the text in 
the first place, so I wouldn’t advise that).  I’m not sure why ASpace’s normal 
EAD cleaning process isn’t changing those prefixes to xlink prefixes during the 
export, though.  Another issue (seeing that this came from the AT) is that the 
@target attributes in the EAD file don’t match any @id attributes (e.g. “ref16” 
does not equal “aspace_ref16_p33”).  This won’t cause the file from converting 
to a PDF, but it’s still a broken link.

All that said, if there’s no need to have a valid EAD file, then probably the 
easiest way to fix the PDF conversion issue (and something that ASpace could 
handle easily) would be to add a second namespace prefix for the xlink 
attributes.  So, just changing this:

https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.w3.org%2F1999%2Fxlinkdata=02%7C01%7Cmark.custer%40yale.edu%7C773babf6349f4b3622dc08d653cc2c5a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788533731893576sdata=P6ciXyZGd6qJxLv89WrFrDmpr7qPiGsSbje4o6vfwYs%3Dreserved=0;
  
xmlns:xsi="https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.w3.org%2F2001%2FXMLSchema-instancedata=02%7C01%7Cmark.custer%40yale.edu%7C773babf6349f4b3622dc08d653cc2c5a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788533731893576sdata=6YXrzjGHRtKM66eBDaJjzv9cKKVAyqwuL%2FdRdyCIak4%3Dreserved=0;
  xsi:schemaLocation="urn:isbn:1-931666-22-9 
https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.loc.gov%2Fead%2Fead.xsddata=02%7C01%7Cmark.custer%40yale.edu%7C773babf6349f4b3622dc08d653cc2c5a%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636788533731903580sdata=oBv2gmHytov%2F4YLdcBIz%2FKaqDcDADJ0D9%2FJiV4kbtXE%3Dreserved=0;>

To this:

https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.w3

Re: [Archivesspace_Users_Group] Print to PDF job failing

[Custer, Mark]

Zach,

I'd suggest exporting the EAD file and taking a look at the file that way (and 
I'd be happy to take a look if you can send it to me).

Those "ns2" namespace prefixes are likely from Archivist's Toolkit, which at 
some point started appending that prefix for the xlink namespace (which is 
fine, but everything that looks like XML in the AT and ASpace is treated as 
text, and things can get messy when namespace prefixed are hardcoded in that 
text!).  ArchivesSpace has a process to clean the XML upon export, which 
generally fixes a lot of those hard-coded namespace prefixes, but I'm honestly 
not sure why you'd be getting that error without seeing the entire EAD file 
since you shouldn't even need a valid EAD file for the PDF process to 
potentially still work.  There are other reasons why the PDF file not be 
created, but I can't think of why that type of invalidity would cause it to 
fail on its own.  Anyhow, the issue that's being reported is that the EAD file 
that ASpace will produce for this record will have the following at the top of 
the file:

xmlns:xlink="http://www.w3.org/1999/xlink;

Whereas what you have further down in your file on that ref tag is "ns2:", and 
if you export that same file from the AT (or whatever else caused the ns2 
prefix to get in there), you'd see this at the top of the file:

xmlns:ns2:"http://www.w3.org/1999/xlink;

And "xlink" does not equal "ns2", even though they're both trying to stand in 
for the same namespace.

All that said, the only way that I can think to troubleshoot the issue is 
investigating the EAD file itself, since the process for creating a PDF from 
the staff interface is 1) export the EAD, then 2) convert that EAD into a PDF 
file.

Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Busch, Ed
Sent: Tuesday, 20 November, 2018 2:59 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Print to PDF job failing

The collection probably has a component title of the form The Alert--. These will 
generate an error when creating a finding aid in PDF format. The ns2 text 
around the title should be removed. For example, The Alert from the example above.

So, you get to figure out which one it is. If you have access to the backend 
DB, you can probably come up with a query to find it. Or you can go through 
your Resource component lines looking for it.

Good luck!

Ed Busch, MLIS
Electronic Records Archivist
Michigan State University Archives
Conrad Hall
943 Conrad Road, Room 101
East Lansing, MI 48824
517-884-6438
busch...@msu.edu




From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Zachary L Pelli
Sent: Tuesday, November 20, 2018 2:52 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Print to PDF job failing

Hey all,

One of our archivists is having an issue with a Print to PDF job with a 
particular collection (other large collections work fine).

In the log within AS Background Jobs section, it gives this:

Generating PDF for John M. Oesterreicher papers
org.xml.sax.SAXParseException; lineNumber: 28; columnNumber: 76; The prefix 
"ns2" for attribute "ns2:actuate" associated with an element type "ref" is not 
bound.
net.sf.saxon.s9api.DocumentBuilder.build(net/sf/saxon/s9api/DocumentBuilder.java:379)
java.lang.reflect.Method.invoke(java/lang/reflect/Method.java:606)
org.jruby.javasupport.JavaMethod.invokeDirectWithExceptionHandling(org/jruby/javasupport/JavaMethod.java:453)
org.jruby.javasupport.JavaMethod.invokeDirect(org/jruby/javasupport/JavaMethod.java:314)
RUBY.parse(/var/local/archivesspace/archivesspace250/gems/gems/saxon-xslt-0.8.2.1-java/lib/saxon/xml.rb:28)
RUBY.XML(/var/local/archivesspace/archivesspace250/gems/gems/saxon-xslt-0.8.2.1-java/lib/saxon/processor.rb:58)
RUBY.XML(/var/local/archivesspace/archivesspace250/gems/gems/saxon-xslt-0.8.2.1-java/lib/saxon/xml.rb:10)
RUBY.to_fo(/var/local/archivesspace/archivesspace250/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/AS_fop.rb:32)
RUBY.to_pdf(/var/local/archivesspace/archivesspace250/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/AS_fop.rb:38)
RUBY.block in 
run(/var/local/archivesspace/archivesspace250/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/job_runners/print_to_pdf_runner.rb:39)
var.local.archivesspace.archivesspace250.data.tmp.jetty_minus_0_dot_0_dot_0_dot_0_minus_8089_minus_backend_dot_war_minus___minus_any_minus_.webapp.WEB_minus_INF.app.lib.request_context.open(/var/local/archivesspace/archivesspace250/data/tmp/jetty-0.0.0.0-8089-backend.war-_-any-/webapp/WEB-INF/app/lib/request_context.rb:24)

Re: [Archivesspace_Users_Group] Alma Integration

[Custer, Mark]

Adrien, Susan, Vernica, and all:

Add me to the interested list!   We are not using Alma right now, but since we 
will eventually migrate from our current ILS to another one that has a robust 
API, I’d love to keep up with what other institutions are doing.

I’ll also say that my thoughts on the matter so far has been along the same 
lines of what Leilani and Benn mentioned – namely, bypassing the ILS, but we 
still need to get those records to WorldCat, etc.  That said, I’ve no clue yet 
whether we’ll be able to achieve that with our next ILS or not, or whether 
we’ll continue to try to keep records in synch between ArchivesSpace and an ILS.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Ryan Edwards
Sent: Wednesday, 31 October, 2018 3:54 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hello,

We, here at the Getty Research Institute are also interested in 
ArchivesSpace/Alma/Primo integration.  We have experimented a bit with the 
Denver plugin in our Sandbox environment.  Currently, we are indexing the 
full-text of our EADs in Primo.  We may also be interested in exploring the 
interplay between Alma bibliographic/holdings/items records and resource 
records/instances in ArchivesSpace.


Thanks,

Ryan

Ryan Edwards
Digital Access and Systems Librarian
Getty Digital – Collection Management Systems
Getty Research Institute
1200 Getty Center Drive, Suite 1100
Los Angeles, CA 90049-1688
reedwa...@getty.edu
310.440.7398

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hilton, Adrien
Sent: Wednesday, October 31, 2018 6:45 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi All,

At Houghton Library, part of the Harvard Library, we too are interested in 
ArchivesSpace/Alma integration.

In terms of functionality for resource description, we looked a bit at the 
Denver plug-in and like the type of data exchange it offers between the 
ArchivesSpace resource record and the Alma Bib and Holdings records using the 
MMS ID. We could also envision the exchange working the other way, starting 
from the Alma record and looking to ArchivesSpace for a resource record with 
that MMS ID (in a locally specified field), creating a resource if non-existent 
or updating if existent.

We would also like to think through subject and agent access points and keeping 
those up-to-date in both systems (using URIs), and optimally, up-to-date with 
the authority file (functionality that Alma currently offers).

Lastly, exchanging and maintaining container inventories and barcodes 
(instances in ArchivesSpace and item records in Alma) across the systems is 
another area of functionality we’d like to explore.

We’d like to host a conference call for interested parties. Can folks respond 
if they are interested in taking part? If there’s enough momentum, I’ll send 
around a Doodle poll with some available times.

Best wishes,
Adrien, Susan, and Vernica
Houghton Library

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Chad Mills
Sent: Wednesday, October 24, 2018 2:30 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Alma Integration

Hi all,

Attached is the reference architecture and test/sample implementation 
architecture we developed at Rutgers.  We have not implemented this yet.

Best,
Chad

From: Chad Mills
Sent: Friday, October 12, 2018 8:43 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: RE: [Archivesspace_Users_Group] Alma Integration

Hi,

We are interested!  At Rutgers earlier this year we developed a reference 
architecture for our Special Collections.  We tested the reference architecture 
by creating an implementation architecture using Alma, Primo, ArchiveSpace and 
a generic repository framework.  In June we migrated to Alma so we will be 
looking to integrate ArchiveSpace with Alma in the near future using our the 
reference architecture as a blue print.  I’ll see if I can share that reference 
architecture with the group.

Best,
Chad

-
Chad Mills
Digital Library Architect
Rutgers University Libraries
Phone: 848.932.5924
Cell: 732.309.8538
-


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 

Re: [Archivesspace_Users_Group] collection info appearing in child entries once published

[Custer, Mark]

David,

This is the result of some new inheritance features that have been added to the 
public interface (and its index).  Here's a bit more info:

https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103209762/Public+Interface+Documentation+for+staff#PublicInterfaceDocumentation(forstaff)-ArchivalInheritance

At Yale, we wound up modifying those options a bit before we launched our 
interface.  Our primary change was removing the scope and contents from 
inheritance.  Here's what that section of our config.rb file looks like, in 
case it's helpful:  
https://gist.github.com/fordmadox/6f91ee378ae9d8a471bb8720fd6f2bd9

So, if you change your settings in the config file, you'll need to re-index 
those PUI records, but the changes should take affect after that's done.

All my best,

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
David Obermayer
Sent: Thursday, 18 October, 2018 2:09 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] collection info appearing in child entries 
once published

I am hoping there's an easy fix for this and it's just my inexperience with 
ArchivesSpace causing the problems. We just go ArchivesSpace up and running 
here and I am starting to impute finding aids. I am finding though that when I 
publish a collection the Scope and Contents along with Conditions Governing 
Access and Extent for the overarching collection show up duplicated onto in 
every child record for that collection. It's not wrong per-say it's just a lot 
of duplicated information I wish wasn't there. Does anyone know what I need to 
do so this don't happen?

Thanks,
David.


David Obermayer
he/him/his
University Archivist
Forsyth Library, Fort Hays State University
600 Park St. Hays, KS. 67601
Phone: 785-628-5282
E-mail: deoberma...@fhsu.edu

___
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group@lyralists.lyrasis.org
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group

Re: [Archivesspace_Users_Group] Access term plugins

[Custer, Mark]

Nancy,

Just a quick note to say, primarily, HEAR, HEAR!!! 

Now, as for tips, I’d also suggest that “shared terms” just cannot be reviewed 
in the staff interface at this time, even if you switch repositories like a pro 
with multiple browsers.  The reason:  what you see in the “Linked Records” 
section is not actually the records that are linked according to the database 
(so, it’s an inaccurate label name for the time being). Instead, what you see 
there is the result of a search for the name of that record – so that whole 
situation is even worse right now, since admins can be led astray if they look 
to the staff interface at all for this type of work.

I just made an example in “test.archivesspace.org” to illustrate the issue, but 
here’s what the data behind the scenes looks like:

Agent URL: http://test.archivesspace.org/staff/agents/agent_person/807  
Agent Name: Doe, Jane Linked to: repository/2/resources/151
Agent URL: http://test.archivesspace.org/staff/agents/agent_person/809  
Agent Name: Doe, Jane Linked to: repsotiory/3/resources/114

Okay, so here’s the rub:

When you’re logged in to repository 2, when you access agent_person/807, the 
linked record that you see is “resources/151”.  Okay, that’s right.  Switch to 
agent_person/809, and the linked record that you see is “resources/151”.  
O…kay… (that’s not right)….  Now switch to repository 3.  When you access 
agent_person/807, the linked record that you see is “resources/114”.  Switch to 
agent_person/809, and the linked record that you see is “resources/114” yet 
again.

Yikes!

So, that needs to be addressed first and foremost in my opinion.  People can 
have the same name, of course, so a search for that alone often doesn’t cut it. 
 But, if the search was done on the database ID and then confined to that 
specific field in the index, sure, that would work.  But as things stand now, 
all agent merging (at the very least) needs to be done outside of the staff 
interface, especially for the other reasons that you mention.  In fact, we’re 
going through a project like that right now, and my colleague Alicia Detelich 
has written some great ways to extract that data so that you can review the 
actual, honest-to-goodness links in a spreadsheet format outside of 
ArchivesSpace.  I guess if you have a database where everything is perfect this 
isn’t an issue, but given that you can create agent records with the same 
string since as long as the “source” and/or “rules” differs it will be 
considered unique, this is definitely an issue that we’re having to deal with, 
and I imagine that not everyone has perfect data 

And I’ll also add that we’d really, really, really like to see the updates that 
you mention for “similar terms” as well.  The typeahead is nice, but doesn’t 
show enough info for anyone to make a decision about what to link to, exactly 
for the reasons that you mentioned (e.g. is that term “Actors” a topical term 
or an occupation term, and what about the one after that?).  I feel like 
someone has created some mockups before about how to help distinguish typeahead 
suggestions, but I can’t seem to find that in JIRA right now.  Maybe someone 
else remembers the ticket(s)?

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Kennedy, Nancy
Sent: Thursday, 11 October, 2018 2:17 PM
To: Archivesspace Users Group (archivesspace_users_group@lyralists.lyrasis.org) 

Subject: [Archivesspace_Users_Group] Access term plugins

All,
Does anyone have plugins to adjust display of subject and agent terms?  For 
both ongoing description and legacy cleanup, we would like to make it easier 
for our users to address shared terms and similar/duplicate terms.

Shared terms:  In the Subject (or Agent) record, we’d like to display the 
used_within_repository data, resolved to the repo_code or name.  It is 
difficult for our staff users to merge or cleanup subject records, without 
knowing which other repositories are also using the term.  Right now, only 
admin users can tell if a term is shared across repositories, making it hard 
for users to coordinate merges.

Similar terms: We have terms that are duplicates, and others that are similar, 
but have a different type, for example.  Ideally, our users would also like to 
see the first_term_type on screen, from within the context of the resource 
record or even within the typeahead.  While users have various methods for 
getting around the first_term_type issues, we’re looking for ways to make the 
term type more easily accessible in searches, typeahead, or within the context 
of a resource record.  We’d like to ease the learning curve by making the data 
more immediately visible, rather than needing a lot of click-through to verify.

We are in the earliest of planning stages, and would appreciate any tips – or 
if you’ve already done something 

Re: [Archivesspace_Users_Group] Auto stemming search results on AS 2.5

[Custer, Mark]

Hi, Aditi.

So, I don’t know how best to approach this, but I can say how we’ve approached 
this at Yale for the time being.  We’ve updated our solr/schema.xml file to use 
the Krovetz stemmer, which is a non-aggressive stemmer that works well for the 
English language since it’s primarily dictionary based.  Here’s an example of 
how we changed that:  
https://github.com/fordmadox/archivesspace/blob/2.4.1.yale.hm.mm/solr/schema.xml#L338-L357
 (the stemmer is used both for the index, at line 347, and at query time, at 
line 355).

Please note that this tactic affects both the staff and public interface.  
Well, I should say that it primarily affects the staff interface.  One wrinkle 
that we’ve discovered is that in the typeahead feature in the staff interface, 
the query is handled a bit differently there and it’s not stemmed (I’ve been 
meaning to look into seeing what would need to change here but I still haven’t 
done that yet).  So, if you did a typeahead for something like “scrapbooks” in 
our staff interface when trying to link to a heading, when you type in that 
last “s” then that doesn’t work.  The problem is that the typeahead query is 
not being stemmed, whereas it’s doing a search on an index that has been 
stemmed.  Our workaround is just to type “scrapbook” to find and link to 
“scrapbooks”.  Not ideal, but it beats expecting that users or staff would 
search for “invoice” OR “invoices” to get a set of results that they’d actually 
expect.

I’m definitely a proponent that ArchivesSpace (or any discovery service) should 
include some sort of stemming out of the box, but right now that’s not the case.

Anyhow, I’m curious to hear what sort of approach you take, so please us know.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Aditi Worcester
Sent: Monday, 08 October, 2018 12:11 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Auto stemming search results on AS 2.5

Hello,
We’re trying to auto stem our search results on AS 2.5 and don’t quite know how!
For instance, a search for “invoice” on the PUI returns “no results”. A search 
for “invoices” returns 231 results.
Any suggestions on how best to approach this?
Thank you in advance for your time and help.
Aditi
---
Aditi Worcester
Processing Archivist, Kellogg Library
California State University San Marcos
760-750-8359 | aworces...@csusm.edu


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Re: [Archivesspace_Users_Group] Maximum finding aid size

[Custer, Mark]

Kevin,

In addition to what Nancy and Steve have already mentioned, I'll add a few 
other things to consider about the size of the records:

•   Right now, a note cannot exceed 65k characters in ArchivesSpace.  The 
overall file might not even be that large, but if you have any really, really, 
really long notes, you won't be able to import the file without splitting up 
the note.
•   If you have a single archival object that's linked to, say, 1,000 or 
more digital objects, top containers, subjects, agents, or the like, then 
things might not behave so well in the staff interface, etc.  I've found the 
number of linked records clustered on a single record to be more problematic 
than a deeply hierarchical finding aid.  As long as you don't have many (or 
any) linked to over 500 things, I'd say that's good for ASpace.  We have a few 
above that, but not many.
•   The tree view for finding aids has also recently been optimized to work 
better for really flat listing, as well.  See these good-natured notes for a 
great explanation of the work done behind the scenes to accommodate all sorts 
of different finding aids:  
https://github.com/archivesspace/archivesspace/blob/615fe43e946cbf672e2c35a6c9b79ac6b11a136a/backend/app/model/large_tree.rb#L1-L49

I can also say that we don't have any finding aids as large as 100MB   We have 
a few that run the gamut from 10 - 40 MB, though, and those are working well.

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Kennedy, Nancy
Sent: Friday, 05 October, 2018 4:08 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Maximum finding aid size

We also have finding aids that large (about 10 or so that are larger than 
10MB).  I'd definitely recommend 2.5 if you will need to work with large 
records.  Prior to updating to 2.5, the load times could mean long wait times 
to view or edit.  In the last few weeks, we've added a record that is now over 
100MB, and takes about 15 minutes to export to EAD.

In the past, in previous systems, we were unable to keep records of this size 
united and had split a few very large records into separate resources due to 
size. It's always been hard to re-unite / present that scenario in discovery 
systems.  So far, archivesspace is doing a better job of scaling to handle our 
size extremes.

Nancy






-Original Message-
From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Majewski, Steven Dennis (sdm7g)
Sent: Friday, October 05, 2018 3:28 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Maximum finding aid size


I’ve recently imported a 25MB EAD file as well as some around 10-15MB.
It took a significant amount of time to ingest — about an hour.
This was on a test server with minimal load other than that job, so you may 
want to schedule your ingest at off hours.
Definitely do it on a test server first, because it’s difficult to back out of 
if you need to fix something and try again.

( This was using the current version (v2.5.0). Some very early versions were 
unacceptably slow. )


I think the primary overhead is in creating objects, more than the EAD parsing, 
so it probably scales by some other order of complexity rather than just text 
size.
i.e. creating a very large bioghist or other note is still only creating a 
single object and is probably a single MySQL operation, while turning a long 
list of agent names into agent records and linking them to the resource is many 
operations.


— Steve Majewski



> On Oct 5, 2018, at 3:00 PM, Kevin W. Schlottmann 
> mailto:kws2...@columbia.edu>> wrote:
>
> Hi all,
>
> Does anyone have a sense of where the size limitations are in
> ArchivesSpace?  We have some very large finding aids (10+ MB EAD) that
> we hope to import, manage, and publish using AS. I would image that
> other institutions have large finding aids, and I'm curious to know
> what issues we might run into.
>
> Best,
>
> Kevin
> --
> Kevin Schlottmann
> Head of Archives Processing
> Rare Book & Manuscript Library
> Butler Library, Room 801
> Columbia University
> 535 W. 114th St., New York, NY  10027
> (212) 854-8483
>
> ___
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> https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Flyrali
> sts.lyrasis.org%2Fmailman%2Flistinfo%2Farchivesspace_users_grouda
> ta=02%7C01%7Cmark.custer%40yale.edu%7C4ceb88a237be4d5f3f5e08d62afe373d
> %7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636743668695267673s
> 

Re: [Archivesspace_Users_Group] Unprocessed label on processed accessions

[Custer, Mark]

Hi Nic,

I can’t speak to reports, but as for the ArchivesSpace Public User Interface, 
published accession records will always show up right now.  In other words, 
until the “Publish?” checkbox is not selected, it gets indexed in the PUI.

We’ve just started publishing accession records in one of our repositories, and 
right now we have an extra step of unpublishing those records once an 
associated finding aid is published.  So, it’s a manual process right now, but 
I agree that it would be great to have other logic handle this in more 
streamlined fashion.  There were discussions about handling this differently 
when the PUI was updated with version 2.1, but since there were/are multiple 
ways to indicate that an accession is processed (we’re using the “Processing 
Status” right now, rather than an event record, for instance), the decision at 
the time was just to rely on the “publish” button.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Nic Stanton-Roark
Sent: Friday, 28 September, 2018 10:35 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Unprocessed label on processed accessions

Hello all,
For some time we have been using Aspace for cataloging while using a legacy 
database for accessioning. We are now in the process of accessioning new 
materials in Aspace, but it is not working entirely as we expected.

After an item is accessioned, we spawn one or multiple resources from the 
accession record. After the accession is fully cataloged and processed, we 
create a "Processed" event on the accession record. But the accession record 
still displays the Unprocessed label (see attached) and is categorized that way 
in reports. What am I missing?

[image.png]
[http://www.anderson.edu/sites/default/files/inline-images/au-email-logo.gif]
Nicholas Stanton-Roark  |  Archivist  | Robert A. Nicholson University Library
Anderson University  |  1100 E. Fifth St, Anderson, IN 46012
(765) 641-4285  |  
ndro...@anderson.edu
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Re: [Archivesspace_Users_Group] Finding Air Filing Title sort [was: Yale Library ASpace PUI Usability Testing Final Report + Results]

[Custer, Mark]

Good point, Steve.

Also, I *think* (not 100% sure about this now that I’m typing this) that you 
can coax a re-index by updating the modification time when running an SQL 
update if you’re updating the timestamp on a major record type.  At least, 
we’ve usually included a new ‘modified time’ and ‘username’ whenever we opted 
to update the database directly.

And yes, it’s a heck of a lot quicker, as my colleague Alicia Detelich can 
attest! A couple of months ago she updated about 1 million date records with 
normalized begin/end date values, and she did that with an SQL update script 
since it only took a few seconds that way, whereas using the API to update ~1 
million archival object records would’ve taken… well… I forget how long it 
would’ve taken in our setup, but it was a long time .

All that said, often folks might have access to the API but that doesn’t mean 
that they also have access to the underlying database.  I have read-only access 
to our database but not write access, for example.  And some folks might not 
even have database access at all (but hopefully they’re very friendly with 
their IT department/person in that case).  I know that’s definitely come up 
before when discussing workarounds for reports.

Mark

p.s. thank you for changing the subject line, as I almost always forgot to do 
that!


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Thursday, 02 August, 2018 3:58 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Finding Air Filing Title sort [was: Yale 
Library ASpace PUI Usability Testing Final Report + Results]


I usually agree with the notion that you shouldn’t try modifying resources 
directly in MySQL unless you know what you’re doing.
That’s because, when you’re dealing with linked resources, you need to define 
some complicated views using multiple JOINs in MySQL to follow those linkages 
so that parents and children all get updated properly. The backend API resolves 
these links for you in most cases, so it’s simpler to use the API.

However, this is one of those cases where you would just be modifying one MySQL 
resource field based on another in the same record, so no extra link resolution 
required. Simpler to update in MySQL and then trigger a Solr reindex. ( Because 
making changed directly in MySQL bypasses the indexer notifications. ) Also a 
lot more efficient if you’ve got a lot of resources.

— Steve.



On Aug 2, 2018, at 2:56 PM, Custer, Mark 
mailto:mark.cus...@yale.edu>> wrote:

That’s actually a really good use case for using the ASpace API.  The Finding 
Aid Title field could be moved (or duplicated) in the Filing Title field with a 
sleek script!



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hilton, Adrien
Sent: Thursday, 02 August, 2018 11:42 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Mark,

Yeah, legacy practice across Harvard was not to use Finding Aid Filing Title, 
just Finding Aid Title, which was formatted like, “Last Name, First Name. First 
Name Last Name papers: Guide.”

But thanks for the link, that might help us develop a solution.

Best wishes,
Adrien


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Thursday, August 02, 2018 11:00 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Adrien,

Right now, the logic for this is the same in the staff interface as it is in 
the public interface.  If the record is a resource, and if that resource record 
has a Finding Aid Filing Fitle, then the filing title is what’s used for 
sorting.  If there’s no filing title, then the resource title is used (not the 
finding aid title; and I assume that decision was made when ASpace was created 
since often the finding aid title proper will have things like “Guide to the…” 
or “Inventory of” etc. at the very beginning).

Here’s where that logic happens in the indexer:

https://github.com/archivesspace/archivesspace/blob/master/indexer/app/lib/indexer_common.rb#L888-L890<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__github.com_archivesspace_archivesspace_blob_master_indexer_app_lib_indexer-5Fcommon.rb-23L888-2DL890%26d%3D

Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing Final Report + Results

[Custer, Mark]

That's actually a really good use case for using the ASpace API.  The Finding 
Aid Title field could be moved (or duplicated) in the Filing Title field with a 
sleek script!



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hilton, Adrien
Sent: Thursday, 02 August, 2018 11:42 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Mark,

Yeah, legacy practice across Harvard was not to use Finding Aid Filing Title, 
just Finding Aid Title, which was formatted like, "Last Name, First Name. First 
Name Last Name papers: Guide."

But thanks for the link, that might help us develop a solution.

Best wishes,
Adrien


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Custer, Mark
Sent: Thursday, August 02, 2018 11:00 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Adrien,

Right now, the logic for this is the same in the staff interface as it is in 
the public interface.  If the record is a resource, and if that resource record 
has a Finding Aid Filing Fitle, then the filing title is what's used for 
sorting.  If there's no filing title, then the resource title is used (not the 
finding aid title; and I assume that decision was made when ASpace was created 
since often the finding aid title proper will have things like "Guide to 
the..." or "Inventory of" etc. at the very beginning).

Here's where that logic happens in the indexer:

https://github.com/archivesspace/archivesspace/blob/master/indexer/app/lib/indexer_common.rb#L888-L890<https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__github.com_archivesspace_archivesspace_blob_master_indexer_app_lib_indexer-5Fcommon.rb-23L888-2DL890%26d%3DDwMFAg%26c%3DWO-RGvefibhHBZq3fL85hQ%26r%3Do7OoY1I5SGwJOY4qFC1JgmA4MQwVJOWSxO2IqPX0FiU%26m%3D_W6Y2-L3MuZlIdndB1sqRCYzyVktoECCp37grV7zXr4%26s%3DHdcHNdb2z4RLjGvE683W6-rwceyV4zfaosHaMmVD1vI%26e%3D=02%7C01%7Cmark.custer%40yale.edu%7Ca5ed211f40520d1308d5f88fef40%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C0%7C636688219452628981=cKQ%2BDVvPCfhSTHdDpQngwtImxOKFkOUwVxHrJ9C7QUM%3D=0>

I hope that helps (and I hope the bit about the indexer above is correct, but 
I'm pretty sure that it is).  But if you put the title as you want it to be 
sorted in the "finding aid filing title" in the staff interface, then you 
should be all set.  For instance, the "Bradford Edward Ableson Papers" sorts 
before "Accelerator Laboratories, Yale University, photographs" in our instance 
 because we have the following recorded in the Finding Aid Filling Title in the 
staff interface:  "Ableson (Bradford Edward) Papers"

Also, I agree that the report that Eve shared looks great!!!

Mark




From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Hilton, Adrien
Sent: Thursday, 02 August, 2018 10:29 AM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability 
Testing Final Report + Results

Hi Eve,

Congratulations, this looks great!

A question: your collections browse list is alphabetical by something other 
than the first word of the title that's listed, creator last name, for 
instance. What field are you sorting this from?

At Harvard, we're currently browsing collections using the first word of the 
collection title, which is not ideal. We'd prefer to sort by finding aid title, 
but I've been told this field is not sortable in the core code.

Thanks,
Adrien

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Neiger, Eve
Sent: Wednesday, August 01, 2018 4:05 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Yale Library ASpace PUI Usability Testing 
Final Report + Results

Dear ArchivesSpace User Group Members:

The Yale University Library ASpace Public User Interface (PUI) Implementation 
Team has completed pre-launch usability testing work on our customized PUI, now 
called Archives at Yale. Over the last year, our team has been preparing for 
the launch of our ASpa

Re: [Archivesspace_Users_Group] Bug? Public interface Container Inventory pagination + facets

[Custer, Mark]

Rachel,

Yep, it looks like that’s a new bug that you’ve uncovered and diagnosed (I’ve 
also seen something strange happening with the container3/grandchild container 
filters on those pages, but I haven’t gone back to investigate what’s going on 
there just yet).

I just confirmed the same behavior in the sandbox:  
http://test.archivesspace.org/repositories/12/resources/258/inventory?_fields[]=type_enum_s_values[]=box
  If you click on page 2 from there, the link is 
http://test.archivesspace.org/repositories/12/resources/258/inventory?=2, 
as you noted, instead of 
http://test.archivesspace.org/repositories/12/resources/258/inventory?_fields[]=type_enum_s_values[]=box=2.

I’d say report it in JIRA and hopefully it’s something that can be fixed in 
time for the next release.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Rachel Trent
Sent: Monday, 02 July, 2018 6:51 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Bug? Public interface Container Inventory 
pagination + facets

Hi folks,

We think we found a bug, and would like to check with the community that it's 
in scope to report (aka, that it's really a bug, it's not specific to us, and 
it's not already been reported).

In the public interface, the pagination links on a resource record's Container 
Inventory tab don't seem to play well with the facets. If someone filters 
containers by a facet, the pagination links don't include the facet filters.

Here's an example from GW:

  1.  Go to the AAUP resource 
record
  2.  Navigate to the Collection Inventory 
tab
  3.  Filter by any facet values: for example, filter to just boxes in the 
series "Committee A on Academic Freedom and Tenure case files, 
1915-2013"
  4.  You'll see at the bottom that as of today, there are 17 pages of results. 
One would expect that the URL to page 2 of the results would be a link to page 
2 of the same search, with the facet filters in place. Instead, the link is to: 
[base URL]/repositories/#/resources/#/inventory?=#
We couldn't find the issue reported in Jira.

Thanks!
Rachel

Rachel Trent
Digital Services Manager
Special Collections Research Center
Gelman Library,  George Washington University
2130 H Street NW
Washington DC 20052
202.994.4824
racheltr...@gwu.edu
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Re: [Archivesspace_Users_Group] ArchivesSpace failing to export resource to PDF

[Custer, Mark]

Thomas,


If you could send me a copy of the EAD file, I can take a look this afternoon 
(I'm working on a new process to create PDF files in ASpace using the new EAD3 
export option, but I have the current ASpace PDF files handy for testing).


The issue is definitely that the current EAD to PDF process is creating an 
invalid XSL-FO file, which Apache FOP cannot then render properly as a PDF 
file, as Trevor mentioned.  Without seeing the EAD file, though, it's 
impossible to tell if there's an issue in the EAD or the XSL file that's being 
used to create the temporary XSL-FO file.


Mark




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Adams, 
Thomas 
Sent: Monday, June 25, 2018 6:14:09 PM
To: Archivesspace Users Group (Archivesspace_Users_Group@lyralists.lyrasis.org)
Subject: [Archivesspace_Users_Group] ArchivesSpace failing to export resource 
to PDF


>From the staff interface in ArchivesSpace 2.3.2, I am attempting to “Export | 
>Print resource to PDF”. The batch submission get things started fine, but the 
>job ends up with a failure status when it completes.



I see the following error message:



# more 
/home/archivesspace/archivesspace-v2.3.2/archivesspace/data/shared/job_files/print_to_pdf_job_236/output.log

Generating PDF for Oral History

org.apache.fop.fo.ValidationException: "fo:list-block" is missing child 
elements. Required content model: marker* (list-item)+ (See position 1794:68)

org.apache.xalan.transformer.TransformerIdentityImpl.transform(org/apache/xalan/transformer/TransformerIdentityImpl.java:502)

java.lang.reflect.Method.invoke(java/lang/reflect/Method.java:498)

….



Trevor Thornton gave the following suggestion to the ASpace mailing list (back 
in 2017-03-21) to a similar error message:

   Looks like there is a list in a note somewhere that has no list items -

  that what this seems to be saying:



  org.apache.fop.fo.ValidationException: "fo:list-block" is missing child

 elements. Required content model: marker* (list-item)+ (See position 
508:68)



  I would try to export the resource as an EAD, and if that works you might

 more easily search through the XML to find the problem.



I  was able to “Export | Download EAD”,  that resource as suggested, but there 
were only three  tags in the EAD and all of them had 
 and  as children.



I also looked on the ArchivesSpace server and was not able to find a temporary 
file created at that time, that might have position 1794:68 (line#:char).



Any suggestions on what to try next?



Thanks



-Tom
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Re: [Archivesspace_Users_Group] EAD import extents mapping

[Custer, Mark]

John,

And it case it helps, here's the admittedly hacky way that I've handled this in 
the past, only focusing on splitting out those linear footage statements since 
that's what we had to deal with:












   

















I should note, though, that our incoming EAD files would only have a single 
extent statement to begin with, so I wouldn't use this without inspecting 
another EAD corpus before running it there.  But for the example that you 
originally provided, it should do the trick.  Just be careful if those 
statements aren't uniform in your corpus, since the above template really only 
expects physdesc elements with a single extent child.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Friday, 22 June, 2018 8:50 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] EAD import extents mapping

John,

What I think that you'd want to do in this case is to modify the EAD so that it 
looks like the following:


15.0 linear_feet
(36 boxes + oversize folder)


Two important points about this:


  1.  The ASpace EAD importer uses the database values for controlled value 
fields, which is why I've changed linear feet to "linear_feet"  ("linear_feet" 
is one of the database values available in ASpace by default, but if that's not 
the value that matches your YML translation, you might want to use another 
one).  The ASpace EAD exporter, on the other hand, will use the YML translation 
when exporting the EAD, so you'd wind up with "linear feet" in the export, or 
whatever else is specified in the YML file that's being employed by your 
application.
  2.  Whatever you put into a second extent statement will be mapped to the 
Container Summary field in ArchivesSpace.

This is essentially following the AT model for importing EAD physdesc elements. 
 I wish, instead, that ASpace would only add extent values based on the 
availability of the extent/@unit attribute in EAD 2002.   That would make 
things a lot less dicey than trying to  parse the text field of an extent 
element during import time, but it would require more EAD manipulation for a 
lot of folks before importing that data since the @unit attribute isn't heavily 
used.

Mark

p.s.   the physdesc/@label attribute, however, does NOT get mapped at all by 
ASpace.  Instead, it's dropped silently during the import process.  That used 
to be the case, at least.  I haven't checked in a while to see if that behavior 
has been changed, but in general label attributes and head elements will 
usually map to the ASpace label field.

p.p.s. I've never tested to see what happens if you have a third sibling extent 
statement (to see if those get dropped or appended to container summary).  But 
I have tested using dimensions and/or physfacet within the same grouping, and 
those are imported as expected.




From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Rees, John (NIH/NLM) [E]
Sent: Thursday, 21 June, 2018 3:43 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] EAD import extents mapping

Using the background job importer, I'm trying to import extent data from EAD 
2002 schema XML, specifically the other extent data we record in parenthesis 
like  15.0 linear feet 
(36 boxes + oversize folder) 

I'd like these parenthetical statements to map to the Container Summary field. 
According to the EAD import mapper 
http://archivesspace.org/wp-content/uploads/2016/05/EAD-Import-Export-Mapping-20171030.xlsx<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Farchivesspace.org%2Fwp-content%2Fuploads%2F2016%2F05%2FEAD-Import-Export-Mapping-20171030.xlsx=02%7C01%7Cmark.custer%40yale.edu%7C7fd7312237a74499772f08d5d7af3fb7%7Cdd8cbebb21394df8b4114e3e87abeb5c%7C0%7C1%7C636652070056478978=pB8JYJlx5gpDPD8ugiqZReY2BLk60%2BkfTaOHex%2B0EEU%3D=0>
 anything after a number and space that can't be parsed should import into 
Container Summary.

Is there a syntax for making this string unparsable and force this behavior? 
Currently "linear feet (36 boxes + oversize folder)" from the above imports to 
Extent @Type as a new unique value and I don't want all that data pollution.

Thanks,
John

John P. Rees
Archivist and Digital Resources Manager
History of Medicine Division
National Library of Medicine
301-827-4510

Re: [Archivesspace_Users_Group] EAD import extents mapping

[Custer, Mark]

John,

What I think that you'd want to do in this case is to modify the EAD so that it 
looks like the following:


15.0 linear_feet
(36 boxes + oversize folder)


Two important points about this:


  1.  The ASpace EAD importer uses the database values for controlled value 
fields, which is why I've changed linear feet to "linear_feet"  ("linear_feet" 
is one of the database values available in ASpace by default, but if that's not 
the value that matches your YML translation, you might want to use another 
one).  The ASpace EAD exporter, on the other hand, will use the YML translation 
when exporting the EAD, so you'd wind up with "linear feet" in the export, or 
whatever else is specified in the YML file that's being employed by your 
application.
  2.  Whatever you put into a second extent statement will be mapped to the 
Container Summary field in ArchivesSpace.

This is essentially following the AT model for importing EAD physdesc elements. 
 I wish, instead, that ASpace would only add extent values based on the 
availability of the extent/@unit attribute in EAD 2002.   That would make 
things a lot less dicey than trying to  parse the text field of an extent 
element during import time, but it would require more EAD manipulation for a 
lot of folks before importing that data since the @unit attribute isn't heavily 
used.

Mark

p.s.   the physdesc/@label attribute, however, does NOT get mapped at all by 
ASpace.  Instead, it's dropped silently during the import process.  That used 
to be the case, at least.  I haven't checked in a while to see if that behavior 
has been changed, but in general label attributes and head elements will 
usually map to the ASpace label field.

p.p.s. I've never tested to see what happens if you have a third sibling extent 
statement (to see if those get dropped or appended to container summary).  But 
I have tested using dimensions and/or physfacet within the same grouping, and 
those are imported as expected.




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Rees, John (NIH/NLM) [E]
Sent: Thursday, 21 June, 2018 3:43 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] EAD import extents mapping

Using the background job importer, I'm trying to import extent data from EAD 
2002 schema XML, specifically the other extent data we record in parenthesis 
like  15.0 linear feet 
(36 boxes + oversize folder) 

I'd like these parenthetical statements to map to the Container Summary field. 
According to the EAD import mapper 
http://archivesspace.org/wp-content/uploads/2016/05/EAD-Import-Export-Mapping-20171030.xlsx
 anything after a number and space that can't be parsed should import into 
Container Summary.

Is there a syntax for making this string unparsable and force this behavior? 
Currently "linear feet (36 boxes + oversize folder)" from the above imports to 
Extent @Type as a new unique value and I don't want all that data pollution.

Thanks,
John

John P. Rees
Archivist and Digital Resources Manager
History of Medicine Division
National Library of Medicine
301-827-4510


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Re: [Archivesspace_Users_Group] EAD Importer and DAOs

[Custer, Mark]

Brian, Tim:

In my opinion, the entire digital object module deserves a review, and that 
would include both EAD imports and exports (in those exports, for example, the 
digital object title is repeated as both an @xlink:title AND a daodesc/p; and 
worse yet, the ASpace required identifier isn't even included in the export).

In general, I think that some of the import/export and migration tools in 
Aspace assume more than they should.  In this case, I don't think that the 
importer should assume that it must repurpose a title as a caption, especially 
since the caption is not required by ASpace. 

So in the short term, if anything is done, I'd think that the importer should 
stop duplicating the title information in two places in the database.  Any time 
data is duplicated like that (not to mention being repurposed for a completely 
different field), the odds for messy metadata goes way up.  

And there would be other ways to get around this in the meantime, such as 
shortening the DAO title and then updating it after the import... but even 
then, you'd have to ask:  do we really want that title repeated in the caption 
field? 

Mark



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Timothy Dilauro
Sent: Thursday, 24 May, 2018 5:26 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] EAD Importer and DAOs

Hi Brian,

I don't think it's a good idea to change the data model just to avoid imports 
failing, though there may be other rationales that result in such a change.

In the mean time, it might be useful to write some XSLT or some other custom 
code to perform sanity checks relative to ASpace restrictions ahead of EAD 
import attempts. In that manner, those non-conformant captions (and anything 
else you check on) could be tweaked before import.

Cheers,
~Tim

> On May 23, 2018, at 2:39 PM, Brian Harrington  
> wrote:
> 
> 
> Currently when importing an EAD, s are used to create digital objects.  
> As part of this process, the @title attribute is used for both the digital 
> object title, and the caption under file versions.  I've recently run into a 
> fun issue with s with @titles longer than 255 characters.  These titles 
> are OK for digital_object:title, which is VARCHAR(8704) but too long for 
> file_version:caption, which is VARCHAR(255).  So the import fails.
> 
> Should this be considered a bug?  If it is, and if one were theoretically 
> considering a PR, would it make more sense to harmonize the length of the 
> title and caption, or truncate the caption to 255 characters?  My inclination 
> is just to increase the maximum length of captions, and rely on people to 
> show restraint, but I know that other people might have different opinions.
> 
> Thanks,
> 
> Brian
> 
> --
> Brian Harrington
> Migration Specialist
> LYRASIS
> brian.harring...@lyrasis.org
> skype: abbistani
> 
> 
> ___
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> p
> 

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Re: [Archivesspace_Users_Group] overriding default citation text in the PUI

[Custer, Mark]

Hopefully someone else can chime in with an actual answer about how to do this 
via a plugin, but outside of the views, I've had more success overriding things 
in the PUI with a custom build.  And with the citation feature, you might also 
need to check out this bit, which is where the URL + timestamp text is added:  
https://github.com/archivesspace/archivesspace/blob/33a433f4df55c5ee4a21128825529bb9a1a4c023/public/app/models/record.rb#L331-L333




From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Kevin 
Clair 
Sent: Thursday, May 17, 2018 7:33:57 PM
To: Archivesspace Group
Subject: [Archivesspace_Users_Group] overriding default citation text in the PUI


Hello,



We had a request here at the University of Denver to override the default 
formatting of citations in the PUI. It looks like the default is defined in 
public/app/models/resource.rb, which I haven’t been able to figure out how to 
override with a plugin. Has anyone extended the default behavior of these PUI 
models, and if so, can you provide some tips on how I could do so?



thanks!  -k
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Re: [Archivesspace_Users_Group] Configuration question for 2.3.0

[Custer, Mark]

All,


To follow up on this thread, and in case it helps anyone else, here's an 
example configuraiton that I just tested since I needed to implement a similar 
configuration and ran into a few issues the first time around:


AppConfig[:pui_hide][:accession_badge] = true

AppConfig[:pui_hide][:classification_badge] = true


AppConfig[:pui_repos]['repo1'] = {}

AppConfig[:pui_repos]['repo2'] = {}

AppConfig[:pui_repos]['repo1'][:hide] = {:accession_badge => false}

AppConfig[:pui_repos]['repo2'][:hide] = {:classification_badge => false}


In this example, I've replaced our actual repository codes with "repo1" and 
"repo2" (and, as Bobbi mentions earlier, if the codes are actually something 
like "Repo1", you'd still need to downcast that to "repo1" in the config file). 
 Let's imagine that we also have repo3, repo4, and repo5 in this system.


Assuming all that, then those first two lines will hide the accession and 
classification badges on all 5 repository homepages in the PUI.


The next 4 lines will set things up so that the repository pages for repo1 and 
repo2 will behave a bitt differently than repos 3-5.  In this case, repo1 will 
include the accession badge, but it will not have the classification badge.  
And repo2 will include the classification badge, but it not include the 
accession badge.


John, hopefully everything worked out for you, but please let us know if not.


Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Fox, 
Bobbi 
Sent: Thursday, February 22, 2018 3:33 PM
To: Archivesspace Users Group
Subject: Re: [Archivesspace_Users_Group] Configuration question for 2.3.0


Hi,

Replace {repo_code}  with the lowercased version of your repository code (for 
example, for us, the repository code for Harvard University Archives is ‘hua’)

You have to do it as a hash



AppConfig[:pui_repos] = {'psa' => { :requests_permitted_for_types => 
[:archival_object]} }



Among other things, this now creates an addressable (i.e.: no undefined method 
messages)



AppConfig[:pui_repos][‘psa’]  that you can use for subsequent  things like 
hiding badges, e.g.:

AppConfig[:pui_repos][‘psa’] [‘hide’] = {:subject_badge => false, :agent_badge 
=> false}



HTH,

Bobbi



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Eiszner, John W
Sent: Thursday, February 22, 2018 3:19 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Configuration question for 2.3.0



What is the proper syntax for modifying the [:pui_repos] config statements?  
The example at 
http://archivesspace.github.io/archivesspace/user/configuring-archivesspace/
 uses an “imaginary repository code of ‘foo’”, but no actual usage of “foo” is 
shown.



AppConfig[:pui_repos][{repo_code}][:requests_permitted_for_types] = 
[:archival_object] #  ...gives the syntax error “unexpected tRCURLY”



AppConfig[:pui_repos][‘PSA’][:requests_permitted_for_types] = 
[:archival_object] #  ...gives the syntax error “NoMethodError: undefined 
method `[]=' for nil:NilClass”(Note: I am not a Ruby expert.)



It appears that the string “{repo_code}” must be replaced by a local repository 
code.  We have 4 repositories in our installation:  General, GA, PSA and UA.



# Repository-specific examples.  We are using the imaginary repository code of 
'foo'.  Note the lower-case

AppConfig[:pui_repos] = {}

# Example:

# AppConfig[:pui_repos][{repo_code}] = {}

# AppConfig[:pui_repos][{repo_code}][:requests_permitted_for_types] = 
[:resource, :archival_object, :accession, :digital_object, 
:digital_object_component] # for a particular repository, only enable requests 
for certain record types (Note this configuration will override 
AppConfig[:pui_requests_permitted_for_types] for the repository)

# AppConfig[:pui_repos][{repo_code}][:requests_permitted_for_containers_only] = 
true # for a particular repository ,disable request

# AppConfig[:pui_repos][{repo_code}][:request_email] = {email address} # the 
email address to send any repository requests

# AppConfig[:pui_repos][{repo_code}][:hide] = {}

# AppConfig[:pui_repos][{repo_code}][:hide][:counts] = true



John Eiszner, Lead Analyst/Programmer

University Library

Indiana University-Purdue University Indianapolis (IUPUI)

jeisz...@iupui.edu  317.274.0751


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Re: [Archivesspace_Users_Group] Configuring barcode digits?

[Custer, Mark]

Rachel, all:

It was documented in the plugin.  I still refer to that documentation here:

https://github.com/hudmol/container_management#configuring-it

But it should be added to the core documentation, of course!

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Alexander Duryee
Sent: Friday, 16 March, 2018 12:40 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Configuring barcode digits?

Rachel,
It's an undocumented feature in config/config.rb.  You'll need to add the 
following line, swapping our values for yours and expanding as needed:

AppConfig[:container_management_barcode_length] = {"MSS" => {:min => '14', :max 
=> '14'}, "THE" => {:min => '14', :max => '14'}}
Note that this uses the repository code to match the validation to its 
repository.  If a container has no barcode, it automatically validates - for 
our case, barcodes must be exactly either 0 or 14 characters long.

(Code here - 
https://github.com/archivesspace/archivesspace/blob/master/common/barcode_check.rb)
Hope this helps,
--Alex

On Fri, Mar 16, 2018 at 11:31 AM, Rachel Aileen Searcy 
> wrote:
Hello everyone,

We're interested in configuring the barcode field of the top container record 
to enforce validation for the number of digits. It looks like this was included 
in the original development of the container management 
functionality,
 but after poking around a bit in the system and available documentation I 
don't see any further information. If anyone has done this locally, could you 
be so kind as to tell me how you made this happen?

Thanks very much (and in the spirit of the season, go raibh maith agat ),

Rachel Searcy
Accessioning Archivist, Archival Collections Management
New York University Libraries
212.998.2539 | rachel.sea...@nyu.edu

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--
Alexander Duryee
Metadata Archivist
New York Public Library
(917)-229-9590
alexanderdur...@nypl.org
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Re: [Archivesspace_Users_Group] Do you agree it's important to be able to customize URLs/create PURLs in the PUI?

[Custer, Mark]

Celia,

I wish that this could’ve been accomplished with the initial release of the 
PUI, but there were a number of issues that didn’t allow that to happen (and 
I’m not sure of all of the technical issues, to be quite honest).

However, at Yale, we will be setting up re-directs from our current system, 
which uses the data that we include in ASpace’s EAD ID field as part of the 
permanent link, to the ArchivesSpace PUI.  For example, we’re using a simple 
table that maps our EAD IDs to our ArchivesSpace Resource database IDs.  So, I 
would still recommend pursuing that option since you can only update the links 
on your own website, and not links elsewhere, user’s bookmarks, etc.

But I agree with Cory and you that this should, ideally, use a value that’s not 
an ArchivesSpace value (like a database ID), but instead a value that will live 
on after ArchivesSpace.  That’s what Cool URIs are all about, after all: 
https://www.w3.org/TR/cooluris/

My preference would be to use what’s currently labelled the EAD ID field in 
ASpace, in combination with the Repository short name.  The reason:  the EAD ID 
(or recordid in EAD3) is a requirement in the EAD schemas (although, yes, it 
can be empty in those schemas, technically ).  And fortunately ArchivesSpace 
already ensures that those values are unique in the database.  However, 
ArchivesSpace does not require that field.  ArchivesSpace does require the 
Identifier field, but that maps to a field in EAD (archdesc/did/unitid) which 
is *not* required in the EAD schemas.  I also would not favor using that field 
for a URI due to the weirdness of how that field is parsed into 4 fields total 
(id0 – id3) in ArchivesSpace.   All that said, one reason why I imagine that 
ArchivesSpace does not require the EAD ID field is that it wants to be flexible 
enough to allow users to use the Resource records for anything  -- even, say, a 
piece of papyri, which should not have an EAD ID.  But there’s no reason that 
ArchivesSpace couldn’t take a tip from EAD3 and just re-imagine that field as a 
Record ID field instead.  That way, you’ve got an identifier (the record ID) 
that pertains to the record, which you could use as part of the URI (as long as 
it was made mandatory in ASpace), as well as an identifier that pertains to the 
material being described (e.g. a call number).

All my best ,

Mark

p.s. I’m one of the 4 people (currently ) who have already voted for this 
ticket.  I’d vote again if I could, since I really do think that Cool URIs are 
important.



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Celia Caust-Ellenbogen
Sent: Saturday, 27 January, 2018 12:32 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Do you agree it's important to be able to 
customize URLs/create PURLs in the PUI?

Hi everyone,

As part of migrating to the ArchivesSpace public interface, we have to update a 
lot of links to old EAD finding aids. This has me thinking about the 
persistence of URLs and not only the trouble of updating old links but what 
will happen when (hopefully never!) we move out of ArchivesSpace. That the URLs 
in the public interface are arbitrary poses a problem. My sysadmin tells me 
that if we were able to customize some portion of the URL, it would be possible 
to create a URL redirect map. In the absence of that, she doesn't want to 
create a million (or, more precisely, about 4,000) individual redirects. If we 
could customize some portion of the URL, that would let us set up redirects 
from the old system, and it would also position us to anticipate being able to 
set up redirects going into a new system and therefore have somewhat persistent 
URLs.

That's my understanding, at least. I don't have a firm grasp of these issues so 
I might be making false assumptions.

I'm wondering if other folks have been thinking about this issue. How are you 
approaching the problem? Do you have a strategy for this? Can anyone with a 
better understanding of ASpace's code and/or development priorities speculate 
on the likelihood that the option to customize the URL for the public interface 
might be added to a future release?

AR-1558
 seems the most relevant ticket, and it's pretty old (v.1.4.2). If other people 
agree this is important, would you please upvote it, and hopefully increase the 
chances it'll get on the development roadmap?

Thanks!
Celia

--
Celia Caust-Ellenbogen
Friends Historical Library of Swarthmore 

Re: [Archivesspace_Users_Group] data clean up of Top Container "titles"

[Custer, Mark]

Lydia,

See the very last section, Identifier Encoding, at the bottom of this page:  
https://guides.library.yale.edu/archivesspace/ASpaceContainerManagement  This 
is documentation from the original top container plugin, but the same holds 
true now in the core code.

Things will look much looker cleaner in the staff interface after that, as seen 
in the attached image, which shows the first 11 boxes in that collection.

I hope that helps,

Mark

p.s. I'd say that the tooltips should be updated in the core code, as well. 



-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Saturday, 27 January, 2018 11:29 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] data clean up of Top Container "titles"

Good morning, all!

I am trying to clean up some of our data goofiness.  As you can see in the 
attached screen shot, I have a “Box 56: Series Series 1; Series Series 2.”  
Opening the Top Container itself in edit mode only allows me to potentially 
change the container type (box) and number, but I can’t figure out how to kill 
off these series listings!  After digging around, I realized that the earlier 
processor that put Series 1 and Series 2 labels in the Component Unique 
Identifier (CUI) field for their respective series, which aligns with the tool 
tip suggestions, but is part of this problem.  It seems like the program 
automatically adds the extra “series” label, even if the tooltip seems to 
suggest flexibility about whether it indicates a series, subseries, or 
accession.  It also seems like this label is inherited to nested Top Containers 
under this series, so even if the actual records that are linked to this Top 
Container may have blank CUIs, but it actually inherits this information from 
wherever it’s nested.  Weirdly, for some of the most recent data entry, the Top 
Container has “Series Series 1” AND “Series Series 2” even though the record is 
only nested under the existing Series 2.  To remove these labels, I have to 
remove the CUI for each series.  At any rate, this is strange and obviously 
doesn’t seem to be working as intended.  My sample finding aid is in 
https://urldefense.proofpoint.com/v2/url?u=http-3A__test.archivesspace.org_=DwIGaQ=cjytLXgP8ixuoHflwc-poQ=7Ez68qVcrmRD6nn1FqwoHBDEOxeRUCPm3xGvnFT0zjU=UCFvXxOgNsnpX1yK3bZYd3xVgh9CVlx6s0llS8v23Uk=-2dad9vFRw6d0YNK_VQSTnW1oQMAxi2nZFQagvlApK4=
 Gerber papers, if anyone wants to check.  I confirmed this behavior still 
persists in the latest release candidate, at least for my collection.  Anyone 
else notice this issue?

Thanks!

Lydia



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Re: [Archivesspace_Users_Group] Error when saving records in 2.2.2

[Custer, Mark]

Hi, Trevor:

I don’t think that we’ve seen this particular issue, but we did have another 
issue when upgrading from 1.5.x to 2.x which I’ll mention here in case it’s of 
any use in your circumstance.  For us, the issue was simply a plugin.  In our 
case, whenever we saved a record after upgrading, the user was forced to 
re-load the page in order for the entire page to refresh correctly so that the 
user could get on with their work.  The problem was that the plugin overrode 
some new code in the 2.x version of the application, specifically the Enable 
Reorder Mode button that’s now part of the Edit mode, which resulted in a 
javascript error whenever a new archival object was added.  Once we updated the 
plugin to be 2.x compliant, though, everything behaved as expected again with 
the plugin turned on.

Do you have any plugins in your instance that could be causing this issue?  
Just based on that experience, I’d want to rule out that possibility first.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Trevor Thornton
Sent: Tuesday, 02 January, 2018 11:49 AM
To: Archivesspace 
Subject: [Archivesspace_Users_Group] Error when saving records in 2.2.2

Hi everybody-

Since we updated to 2.2.2 we have had an inconsistently recurring issue when 
creating and editing records. When the user saves the record they are 
immediately given an error message indicating that the record did not save 
(sometimes the message is "Failed to save your changes", sometimes it's "Record 
not found"). But upon refreshing the page it turns out that the changes 
actually did save, and there are no errors logged on the backend, which makes 
me think it's just a frontend issue. This has happened so far with resource, 
archival object, subject and agent records.

It doesn't happen every time, which is kind of good, but it makes it impossible 
to reliably reproduce the problem - the same set of actions that triggered the 
error once will not necessarily trigger it a second time. This makes it hard to 
diagnose what's going on or to report the issue in a helpful way.

Has anyone else noticed anything like this?

-Trevor

--
Trevor Thornton
Applications Developer, Digital Library Initiatives
North Carolina State University Libraries
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Re: [Archivesspace_Users_Group] batch delete dates saga continues

[Custer, Mark]

Lydia,

In the EAD files that you attached, both have invalid XML characters in them 
(Unicode: 0x14).  Those are easy to remove before re-importing in an XML editor 
like oXygen, but I'm curious how they got into ASpace in the first place?   In 
any event, it's possible that that's what's blocking your imports this time 
around, and if that's the issue, if you just fix on those issues, then the 
ASpace importer won't tell you about the next issue until it runs again.

In any event, I'd also suggest making  the following changes to your XML file 
before re-importing, so perhaps the snag is a good thing for now  :

•   ASpace adds "aspace_" to all of the @id values in the EAD file upon 
export.  If you don't remove those before reimporting, then on the next export 
you'll get "aspace_aspace_".  Removing them will invalidate the EAD file, but 
ASpace doesn't care whether the file is valid or not upon re-importing it.
•   ASpace expects to have the database values for the controlled value 
terms in the exports, not the translation values.  So, if you don't change 
things like "Linear Feet" to linear_feet and "Mixed Materials" to 
mixed_materials, then you'll wind up with new database values in ASpace after 
the import.  Those of course can be merged after the fact, but that's another 
step, and it would be unfortunate to have to do that on every occasion.

There's a lot more to say on the practice of re-importing EAD into ASpace, but 
I haven't still come up with a great strategy for that, so basically we try to 
avoid it 

Mark


-Original Message-
From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tang, Lydia
Sent: Friday, 10 November, 2017 10:47 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] batch delete dates saga continues

Wizardry!  Thank you, Olivia!  I would have NEVER figured that out.  It seemed 
to take out the  tags perfectly but I ended up getting snagged on 
importing because of, um, a seemingly benign line which was marked as not 
well-formed.  Oof, so close, but snagged up!
Lydia

From:  on behalf of 
Olivia S Solis 
Reply-To: Archivesspace Users Group 

Date: Friday, November 10, 2017 at 10:36 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] batch delete dates saga continues

]+>[^<]+<\/unitdate>

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Re: [Archivesspace_Users_Group] Components not displaying in one of our repositories

[Custer, Mark]

Hi Lisa,

I’ve no clue what could be causing this, but others have reported the issue as 
well.  Hopefully the root cause of the issue can be identified with enough eyes 
on the problem.  So far, I haven’t seen this happen in Yale’s TEST PUI instance 
(on 2.1.2) or on our DEV instance (on version 20171105-1021).

Chris Fitzpatrick started a thread on the Apace Google Groups about this, 
though, which might be helpful:  
https://groups.google.com/forum/#!topic/archivesspace/PhgUjukaNzQ

My first inclination would be that things are stuck in an indexing loop (e.g. 
https://groups.google.com/d/msg/archivesspace/mRH_eCDHpwE/2fjb5EAfAgAJ), but 
that could be completely wrong.  In any event, can you ask someone who has 
database access to run this query:

select * from archival_object where root_record_id is null;

If they get any results that way, that would cause an issue.

As for whey it would happen in just one repository, I believe that once the 
indexer gets stuck (and it goes through the record types one repository at a 
time, I think) then it just won’t ever get to the rest of the record types in 
that particular repository.  Some of the archival objects in this repository 
are indeed being indexed (e.g. 
http://archivesspace.williams.edu:8081/repositories/4/archival_objects/10484), 
but not completely, since this archival object doesn’t even know which 
collection it’s supposed to be part of.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Conathan, Lisa
Sent: Monday, 06 November, 2017 1:12 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] Components not displaying in one of our 
repositories

Hi everyone,

Williams College is running 2.2.0 and we have two repositories publishing to 
the 
PUI.
 One repository is displaying resource records correctly, and the 
other
 is displaying only collection-level information (no collection organization, 
no container list on the right side of the screen). Components also do not 
display in the container inventory. We've double checked that everything is 
published, reindexed, and rebooted. We experienced this previously, and then 
the problem resolved with one of the patches, and now has re-appeared. Anyone 
know why we might be having this problem with just one of our repositories and 
what we might try to address it?

Lisa

+
Lisa Conathan
Head of Special Collections
Williams College Libraries
413-597-2930
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Re: [Archivesspace_Users_Group] PUI & Digital Objects links

[Custer, Mark]

Annie,

The PUI still has a way to go with integrating digital objects, but the gist is 
that right now to get the red Digital Record icon badge, you’ll need to use 
that URI as a File URI subrecord, rather than (or in addition to) the Digital 
Record identifier.  Here’s a bit more info:  
https://archivesspace.atlassian.net/wiki/spaces/ADC/pages/103209762/Public+Interface+Documentation+for+staff#PublicInterfaceDocumentation(forstaff)-DigitalObjectButtons/Thumbnails

But it would like something like this in the staff interface:

[cid:image001.jpg@01D3548F.EB393DD0]


I hope that helps, even if it’s not an ideal solution 

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Tummino, Annie
Sent: Friday, 03 November, 2017 10:27 AM
To: Archivesspace Users Group (archivesspace_users_group@lyralists.lyrasis.org) 

Subject: [Archivesspace_Users_Group] PUI & Digital Objects links

Hello,
I’d like to use the Digital Objects module primarily to facilitate users 
getting from our archival description / finding aids to digital collections 
that are managed and displayed elsewhere.

Here is the test record I created:
http://sunymaritimearchives.libraryhost.com/repositories/2/digital_objects/2

The identifier is a URI but the user would have to copy/paste to make any use 
of it. The link is active as an external document but that is buried in the 
Expand All section that many will never click on.

I have a vague memory of seeing other PUIs where the red Digital Record icon is 
an active link that brings the user out to the external digital collection – or 
am I crazy? Please tell me there is an easy way to make this more user-friendly?

Thanks for any insights!

Best
Annie
--
Annie Tummino
Stephen B. Luce Library
Interim Library Director
Archivist & Scholarly Communications Librarian
718-409-7236

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Re: [Archivesspace_Users_Group] Customizing the Public Interface PDF

[Custer, Mark]

Stephen,

I’m now wondering if I misunderstood your original message.  Do you have EAD 
stored in ASpace, which is being converted to HTML in the PUI PDF process, and 
it’s then printed out as HTML tags rather than being formatted?  If that’s the 
case, that should definitely be fixed in the PUI core code!  Also, if you could 
provide an example of how the data is recorded in the staff interface, that 
would be really helpful, as Christine mentioned (and sorry I didn’t see her 
note before I sent my first message).

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Custer, Mark
Sent: Wednesday, 01 November, 2017 3:38 PM
To: Archivesspace Users Group <archivesspace_users_group@lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Customizing the Public Interface PDF

Stephen,

It looks like you’re using HTML elements there (e.g. span and q), and although 
the new PUI PDF process converts the ASpace JSON to HTML which is in turn 
converted to PDF, I don’t think that it expects to find HTML tags.  Given that 
this process is converting to HTML anyway, though, I’d assume that it would be 
pretty easy to update that process to keep all of the formatting as expected.  
But you won’t get the same results when creating a PDF from the staff 
interface, since that process currently converts the ASpace JSON to EAD which 
is in turn converted to PDF, and the EAD to PDF process only expects to have to 
process EAD elements.

Also, if you ever export the EAD, or migrate the data to another system that’s 
not expecting HTML to be part of the archival data, you’ll need to transform 
those HTML elements to something else.  In our local instance, by policy we 
permit only EAD elements in ASpace for that very reason.

Mark



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 [mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Stephen Innes
Sent: Monday, 30 October, 2017 4:32 PM
To: Archivesspace Users Group 
<archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Customizing the Public Interface PDF

I have a further question regarding the PUI PDF processing. We have just 
implemented v2.2.0 which is working very well, but have encountered  a problem 
with the PDF generated from the Print button. The PDF includes a lot of EAD 
tags for formatting such as:

The Holloway Press Launch. Includes copy of The
University of Auckland News article Press keeps alive
traditional printing techniques, published in Vol. 24, No. 10, Nov/Dec
1994, p 27., Oct 1994


Instead of:



The Holloway Press Launch. Includes copy of The University of Auckland News 
article "Press keeps alive traditional printing techniques", published in Vol. 
24, No. 10, Nov/Dec 1994, p 27.


This seems to be a similar issue to AR-1851. Should I post a new ticket?

Regards,

Stephen Innes


Stephen Innes (ALIANZA)
Special Collections Manager
General Library, Te Herenga Mātauranga Whānui
The University of Auckland
Private Bag 92019
Auckland 1142
New Zealand
Telephone (649) 373-7599 ext. 88062 | Fax (649) 373-7565
Website: 
http://www.library.auckland.ac.nz/about-us/collections/special-collections/general-library<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.library.auckland.ac.nz_about-2Dus_collections_special-2Dcollections_general-2Dlibrary=DwMF_w=cjytLXgP8ixuoHflwc-poQ=7Ez68qVcrmRD6nn1FqwoHBDEOxeRUCPm3xGvnFT0zjU=tI79sXoOzhj8y3a7caGkphcyJibfiATmOnj1mi0GXUc=44ZTiyxIDb5HWMOe4N6uZkqi9KHiYj8dGDXSIJXfAQ0=>
Online exhibition: Special Collections First World War Centenary 
2014-2018<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.specialcollections.auckland.ac.nz_ww1-2Dcentenary=DwMF_w=cjytLXgP8ixuoHflwc-poQ=7Ez68qVcrmRD6nn1FqwoHBDEOxeRUCPm3xGvnFT0zjU=tI79sXoOzhj8y3a7caGkphcyJibfiATmOnj1mi0GXUc=b6C5WobXpmN4Q6lfdpnGbz4TD0OJRE3haNJmGzLyTgw=>

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Re: [Archivesspace_Users_Group] Customizing the Public Interface PDF

[Custer, Mark]

Stephen,

It looks like you’re using HTML elements there (e.g. span and q), and although 
the new PUI PDF process converts the ASpace JSON to HTML which is in turn 
converted to PDF, I don’t think that it expects to find HTML tags.  Given that 
this process is converting to HTML anyway, though, I’d assume that it would be 
pretty easy to update that process to keep all of the formatting as expected.  
But you won’t get the same results when creating a PDF from the staff 
interface, since that process currently converts the ASpace JSON to EAD which 
is in turn converted to PDF, and the EAD to PDF process only expects to have to 
process EAD elements.

Also, if you ever export the EAD, or migrate the data to another system that’s 
not expecting HTML to be part of the archival data, you’ll need to transform 
those HTML elements to something else.  In our local instance, by policy we 
permit only EAD elements in ASpace for that very reason.

Mark



From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org] On Behalf Of 
Stephen Innes
Sent: Monday, 30 October, 2017 4:32 PM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Customizing the Public Interface PDF

I have a further question regarding the PUI PDF processing. We have just 
implemented v2.2.0 which is working very well, but have encountered  a problem 
with the PDF generated from the Print button. The PDF includes a lot of EAD 
tags for formatting such as:

The Holloway Press Launch. Includes copy of The
University of Auckland News article Press keeps alive
traditional printing techniques, published in Vol. 24, No. 10, Nov/Dec
1994, p 27., Oct 1994


Instead of:



The Holloway Press Launch. Includes copy of The University of Auckland News 
article "Press keeps alive traditional printing techniques", published in Vol. 
24, No. 10, Nov/Dec 1994, p 27.


This seems to be a similar issue to AR-1851. Should I post a new ticket?

Regards,

Stephen Innes


Stephen Innes (ALIANZA)
Special Collections Manager
General Library, Te Herenga Mātauranga Whānui
The University of Auckland
Private Bag 92019
Auckland 1142
New Zealand
Telephone (649) 373-7599 ext. 88062 | Fax (649) 373-7565
Website: 
http://www.library.auckland.ac.nz/about-us/collections/special-collections/general-library
Online exhibition: Special Collections First World War Centenary 
2014-2018

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